BILLING > Synced Transactions lists every invoice, expense, payment, and deposit that has moved, or tried to move, between Factor and QuickBooks, with its sync status. It is the fastest way to see what has and hasn't synced and to fix what needs attention without contacting support.
Users with the View Employee Expenses permission can open the page. It appears in the BILLING menu once your firm is connected to QuickBooks, and SETTINGS > Integrations also has a Transactions link to it.
What the Page Lists
Invoices: finalized invoices.
Expenses: expenses linked to a QuickBooks record, plus bills and expenses entered in QuickBooks that Factor has not imported yet.
Payments and deposits: shown for firms that use FactorPay.
Each row shows the sync status, when the record first linked and last synced, the record date, record type, amount, the Factor record ID (the bill number for expenses that have one), the project and client, and the source (Factor or QuickBooks). Click View in the View in Accounting column to open the record in QuickBooks. Not linked appears when there is no QuickBooks record.
Finding a Transaction
Search: type a record number, project, or client into the search box.
Last Sync Date Range: the page opens showing yesterday through today. Choose All, Last 24 Hours, Last 7 Days, Last 30 Days, or a custom range to see older records.
Sync Status: All, Linked (No Issues), Broken Link, Not Linked, Sync Failed, Unmapped, Missing Phase, Mismatched, and Ready to Sync (firms that use Two-Way Expense Sync).
Record Type: All, Invoice, Expense, and, for firms that use FactorPay, Payment and Deposit.
Source System: All, Factor, or QuickBooks.
Reading a Status
Each status appears as a colored badge. Click the badge to see what it means and the actions available for that record.
Green: Linked.
Grey: Not Linked, Do Not Push, Voided.
Orange: needs attention (Unmapped, Missing Phase, Mismatched).
Red: a failure or a broken link (Sync Failed, Broken - Delete, Broken - Void, Failed to Void).
Statuses
Linked
The record exists in both Factor and QuickBooks and the two match. No action is needed.
Not Linked
An invoice, payment, or deposit exists in Factor and has no QuickBooks record yet. Click the badge and choose Push to QuickBooks.
Sync Failed
The last push failed because of a connection or technical issue. Click the badge and choose Retry Push to QuickBooks for an invoice, payment, or deposit. For an expense, choose Push to QuickBooks.
Broken - Delete and Broken - Void
The linked QuickBooks record was deleted, or voided, in QuickBooks.
Invoices, payments, and deposits: choose Repush to QuickBooks to send the record again. Repushing an invoice that was already emailed shows a warning and then asks whether to re-send it to the customer.
Expenses: choose Delete in Factor to remove the expense. This is available until the expense is on an invoice.
Mismatched
The record exists in both systems but a property differs. The badge names the first property that differs, and clicking it lists all of them.
Expenses: Amount, Date, Project, Expense Type, Vendor, and Tax Rate. Firms that use Two-Way Expense Sync also compare Due Date and Bill Number. Update the QuickBooks record or the Factor expense so they match.
Payments: Amount, Date, Account, and Customer. Choose Push Changes to QuickBooks to update QuickBooks from Factor.
Deposits: Amount, Date, and Account. Update the deposit in QuickBooks to match.
Mismatched - Account
On a payment, Account means the Deposit To account on the QuickBooks payment is not an Undeposited Funds account. Change the Deposit To account in QuickBooks to an account with the type Undeposited Funds. This status can also appear on a payment recorded directly in QuickBooks.
On a deposit, Account means the bank account on the QuickBooks deposit differs from the FactorPay Deposit account set up in Factor. Update the deposit in QuickBooks.
Unmapped Project, Unmapped Expense Type, and Unmapped Tax Rate
These rows are bills and expenses entered in QuickBooks that Factor has not imported yet. The status shows what Factor cannot match. Once it is matched, Factor imports the expense.
Unmapped Project: the QuickBooks customer and sub-customer on the transaction are not linked to a project in Factor. Click Set Up Mapping to open SETTINGS > Integrations > Mappings and link them.
Unmapped Expense Type: Factor cannot determine the expense type from the category or item on the transaction. Click Set Up Mapping to open SETTINGS > Integrations > Configuration and link the expense type.
Unmapped Tax Rate: the tax rate on the transaction is not linked to a Factor tax rate. Click Set Up Mapping to open SETTINGS > Integrations > Configuration and link the tax rate. The QuickBooks tax rate must match one active purchase tax rate in Factor.
For Unmapped Project and Unmapped Expense Type, Hide removes the row from this page.
Missing Phase
The expense has no phase, and its expense type is tied to more than one phase through an expense budget. Click the badge, choose Edit Record, and select the phase.
Ready to Sync and Do Not Push
These statuses appear for firms that use Two-Way Expense Sync.
Ready to Sync: the expense is eligible to be pushed to QuickBooks and has not been pushed yet. Choose Push to QuickBooks, or Do Not Push to keep it in Factor.
Do Not Push: the expense was marked not to push. Choose Push to QuickBooks to reverse that and send it.
Voided and Failed to Void
On a payment, Voided means the payment is voided in both systems. Failed to Void means it was voided in Factor and the void has not been applied in QuickBooks.
Permissions for the Actions
Invoices: Finalize Invoices.
Expenses (Push to QuickBooks): Push Expenses.
Payments and deposits: Modify Invoice Payments.
Hide and Do Not Push: Modify Accounting Configuration.
Set Up Mapping: opens SETTINGS > Integrations, which requires View Accounting Configuration.