QuickBooks: sync only completed jobs, not all statuses

Question

QuickBooks sync is pushing every work order status into QBO. We only want completed jobs to create invoices. Can't find a setting for this. Is it buried somewhere or just not possible?

Current sync is creating invoices for jobs that are still in progress, which is messing up our accounting.

Priya Nair (Staff) · Accepted Answer

Hi Mike,

Happy to help! This is controlled in your QuickBooks integration settings.

1. Go to Settings > Integrations > QuickBooks
2. Click Configure Sync
3. Under Work Order Sync Rules, find the Status Filter dropdown
4. Change from All Statuses to Completed Only
5. Save and run a test sync

One thing to note: this only affects new syncs going forward. Any invoices already created in QBO for in-progress jobs will need to be manually voided or deleted in QuickBooks if you don't want them there.

Let me know if you don't see that option — it's available on Pro plans and above.

Best,
Priya

Devon Marsh · Answer

Heads up — if you're also using the API to trigger syncs manually, the status filter in the UI doesn't apply to API calls. You'd need to handle that filtering in your own logic before calling the sync endpoint.

YMMV depending on your setup, but something to watch if you're doing any custom automation around this.