Guide: Send invoices and payments to your accounting software

Allmoxy doesn't keep your books; it hands your financial records to the accounting software you already use. There are two ways to do that. The export queues under the Financial menu list the invoices, sales orders, credit memos and payments that haven't been sent yet: tick what you want, download a CSV file, import it (directly, or through an importer such as Transaction Pro or Saasant) and clear the queue. The QuickBooks Online integration does the same job automatically once connected. This guide explains the workflow, which route fits which software, and how to keep Allmoxy and your books in step.

Applies to: every shop. The export queues need the financial queues permission; connecting QuickBooks Online needs Manage Accounting. The step-by-step pages: Guide: Set up the QuickBooks Online integration and The export queues and what is in the invoice CSV.

In this article

The workflow and the handoff
QuickBooks Online: the direct connection
QuickBooks Desktop: import the CSV files
Xero, Sage and everything else
Reconcile payments and Stripe fees
Things to know

The workflow and the handoff

Allmoxy owns the order from bid to shipment; your accounting software owns the ledger. The handoff follows accounting practice:

Orders become invoices in your books when they ship. An order's invoice is added to the Export Invoices Queue only once the order is marked Shipped (in line with GAAP, revenue is recognized when the goods leave). Finance charges, bounced-payment fees and card-fee invoices are queued as soon as they exist.
Payments are queued as they are taken. Every payment recorded in Allmoxy, online or by hand, is added to the Export Transactions Queue. If you require payment before processing, you will have payments to export before the invoice exists in your books; record them against the customer and apply them when the invoice arrives.
Credit memos go to the Export Credit Memos Queue, and if you export sales orders at an earlier status, the Export Sales Orders Queue holds those.
You export, import and clear. Someone with the financial queues permission ticks the records, clicks Export (download), imports the file into the accounting software, and clicks Clear (or does both at once with Export & Clear). Clearing marks the records as sent so they leave the queue; it doesn't check that the import worked, and a cleared record doesn't come back if the order changes later, so clear only what you have imported.

Each product and supply carries an export class, the label your accounting software uses to post its sales to the right income account or class. Set them up before your first export: Export classes: map revenue to your accounting software. The tax on each row is the rate Allmoxy stored on the order, so your books match your invoices without recalculating anything.

Manual exporting is a manual process, which may not be a bad thing: it fits a weekly or monthly bookkeeping routine and works with any package that imports CSV files.

QuickBooks Online: the direct connection

If you use QuickBooks Online, connect it on Settings > Integrations > Accounting and Allmoxy copies your records over on its own: orders as estimates, invoices when the order reaches the customer's charge status, payments, credit memos, finance charges and customer details, on a regular schedule, with a "last run" time on the card. Before you connect, QuickBooks' own Sales Tax and its Automatically apply bill payments setting have to be off, and any other connector pushing invoices into QuickBooks has to be stopped, or you get duplicates. Everything, including the settings and troubleshooting, is in Guide: Set up the QuickBooks Online integration.

While the connection is active, the export queues stay available: the invoice and sales order queues gain an Export Status filter so you can see what is Ready to Export and what is already QuickBooks Synced, and the credit memo and payment queues show a QuickBooks Yes/No column. You don't need to export or clear anything the sync handles.

QuickBooks Desktop: import the CSV files

QuickBooks Desktop has no direct connection, so use the export queues. Two third-party importers map Allmoxy's invoice file into the right QuickBooks fields: Transaction Pro (from the Intuit app center) and Saasant. Export the invoice file from the Export Invoices Queue, open it in the importer, map the columns once (the recommended mappings are listed in Map the columns in Transaction Pro or Saasant), import, then clear those invoices from the queue in Allmoxy. Payments and credit memos go the same way from their own queues.

Xero, Sage and everything else

There is no direct Xero connection. Xero, Sage and any other package that can import a CSV file work from the export queues: export the invoices, import, clear, and do the same for payments and credit memos.

If you want the handoff automated, Allmoxy's Zapier app can send invoice events to Xero, QuickBooks Online or any other app Zapier connects to as they happen, and bring data back in the other direction. You build the zap yourself in Zapier and map the fields; see Connect Allmoxy to Zapier and build your first Zap for how to get access and the fields available. Run one route per record type, not both: a Zapier connection and the export queues (or the QuickBooks Online integration) pushing the same invoices means duplicates in your books.

Reconcile payments and Stripe fees

If you take every payment through Allmoxy, the Export Transactions Queue is your record of payments to post, and it should match your bank deposits. Two situations need care:

You take some payments in your accounting software and record them in Allmoxy by hand. Don't export those from the Export Transactions Queue: importing them creates a duplicate payment in your books. Either record every payment in Allmoxy first and use the queue for all of them, or clear the hand-recorded ones from the queue without exporting them (Clear). Recording payments: Take a payment for a customer.
You don't accept payments exclusively in Allmoxy. Reconcile by exporting the Export Transactions Queue and cross-referencing it against your accounting software, so every payment in Allmoxy is recorded once and applied to the right invoice.

If you process payments through Stripe, the amount deposited into your bank account differs from the customer's payment amount, because Stripe deducts its per-transaction fee before paying you out. To reconcile it, log in to your Stripe Dashboard, open Reports and find the payout report that shows the fees deducted, then enter the Stripe fee as an expense or a journal entry in your accounting software. Allmoxy records the full amount the customer paid. Setting up Stripe: Set up Stripe to take payments online.

Things to know

Shipped is the trigger. An order that isn't Shipped isn't in the invoice queue, however far along it is. A project order moved on to Installed before anyone exported it drops out of the queue; export before you move it.
Clearing is bookkeeping, not syncing. It only marks the records sent. Nothing checks the import, and nothing re-queues a record that changes afterwards, so fix those in your books by hand.
Save Batch is for the invoice queue. It saves the ticked invoices as a named batch you can export again later from Financial > Invoice Batches. On the credit memo, payment and sales order queues, untick Save Batch before you click Export, or no file arrives.
One route per record. QuickBooks Online integration, Zapier or the CSV queues: pick one for invoices and one for payments, or you'll import duplicates.
Security doesn't change. Everything you do on your own network and between your own computers is as secure as it is now; the export is a file you download, and the QuickBooks Online connection is authorized by you at Intuit.
Export classes first. Lines without a class land in the wrong income account and are harder to clean up afterwards.