Pushing Records to QuickBooks

Once QuickBooks is connected, settings are configured, and your customers and vendors are matched up, you're ready to start pushing transactions over. This article walks through pushing records using Invoices as the example — the same process applies across every module that syncs with QuickBooks.

Understanding QB Sync Status

Each record shows a QuickBooks sync status alongside its normal internal status. This tells you whether the record is:

Ready — eligible to push to QuickBooks.
Not Ready — for example, a draft invoice. Draft invoices are never pushed to QuickBooks; attempting to push one will fail.
Synced — already pushed and matching QuickBooks.
Out of Sync — pushed previously, but values have since changed on one side or the other.
Locked — records you never want to push to QuickBooks

You can use quick find/filter to narrow your list to any of these statuses.

Locking Invoices to Prevent Accidental Pushes

If you're a new client bringing existing invoices into BaseBuilders, invoices with no balance due have likely already been paid and recorded in your accounting elsewhere — you won't want to push these. Select those invoices and choose Lock to prevent them from ever being pushed, even accidentally.

A locked invoice cannot be pushed individually, and if it's included in a batch push, it will simply be skipped rather than causing the batch to fail.

Pushing Records

Select the invoices (or income, pay requests, payouts, etc.) you want to push, then select Push to QuickBooks. Any records in the selection that aren't eligible — locked, draft, or otherwise not ready — are automatically skipped, and the rest are pushed.

A convenient approach is to filter for Ready, select all, and push — sending every eligible record over in one action.

Understanding Out-of-Sync Records

A record becomes out of sync when its value in BaseBuilders no longer matches its value in QuickBooks. This can happen if:

Someone edits the invoice directly in QuickBooks after it was pushed.
Someone edits the invoice in BaseBuilders after it was pushed (for example, changing a fee amount).

Selecting the out-of-sync indicator shows you both balances — for example, "QuickBooks balance is $100, your balance is $150" — so you can see exactly where the mismatch is.

To resolve it, select the record and push again. Re-pushing an already-linked record updates the existing QuickBooks record to match BaseBuilders, rather than creating a duplicate.

Automatic Linking During a Push

You don't need to manually link every company before pushing transactions related to it — BaseBuilders handles several dependencies automatically:

If a company isn't yet linked to QuickBooks, pushing a transaction for that company will automatically create and link it as a customer or vendor.
Pushing a payout will automatically push any associated, not-yet-pushed pay request first, along with linking the vendor if needed.
Pushing income will automatically push any associated, not-yet-pushed invoice first, along with linking the company if needed.

This means you can push from whichever module you're working in — income, for example — and BaseBuilders will push the underlying dependencies (invoice, company link) behind the scenes rather than requiring you to push each piece in a specific order.

One side effect to be aware of: since dependent records only get pushed at the moment you push the record that relies on them, an invoice won't show up in QuickBooks accounts receivable until either it or its associated income has actually been pushed.

Best Practice

Lock any invoices that were already paid and recorded before you started using BaseBuilders, so they're never accidentally pushed and duplicated in QuickBooks. When you see an out-of-sync record, check which side is correct before re-pushing, since re-pushing will overwrite QuickBooks with whatever BaseBuilders currently shows.

Summary

Records are pushed to QuickBooks by filtering for ones that are Ready, selecting them, and choosing Push to QuickBooks — records that are locked, draft, or otherwise not ready are automatically skipped. Locking a record prevents it from ever being pushed, useful for historical invoices already recorded elsewhere. Out-of-sync records can be resolved by re-pushing, which updates the existing QuickBooks record. Pushing a record automatically pushes its unlinked dependencies too — companies get linked on the fly, payouts push their related pay requests, and income pushes its related invoice — so you don't need to push things in a strict manual order.