What syncs
| ClockLap | Sent as | Notes |
|---|---|---|
| Invoice | Invoice with DocNumber, TxnDate, DueDate, CurrencyRef | Your ClockLap number, or QuickBooks numbering |
| Labour, materials, flat-rate lines | Sales lines with ItemRef, Qty, UnitPrice | Each line kind mapped to a product or service |
| Discounts | Discount line (fixed amount) | – |
| Taxable / tax-free | TaxCodeRef | TAX / NON in the US; your tax codes (e.g. HST ON) in Canada |
| The client | Customer (matched, or added with email, phone and address) | – |
| Payments | Payment linked to the invoice, with reference and deposit account | Once each |
| Voided invoice | Invoice voided in QuickBooks | – |
Every write carries Intuit’s idempotency key (requestid) made from the invoice and its version, so a retried request is never applied twice.
How it works
- Connect QuickBooks OnlineSign in with Intuit and choose the company. The same Intuit app serves QuickBooks payroll hours, so one sign-in setup covers both.
- Match your clientsBy email, then by name. Clients the system doesn’t have yet are added with their first invoice (or leave that off and match them by hand).
- Choose items and taxesWhere labour, materials, flat-rate and discount lines go, and which tax codes to use, picked from the system’s own lists.
- Choose whenAs soon as an invoice is sent (default), or only when you press Send now.
- ReviewSee every invoice the first sync would send before you finish.
Matching clients
Each ClockLap client is matched to a QuickBooks customer by email, then name. A client QuickBooks doesn’t have is added when its first invoice is sent; a name QuickBooks already uses is linked rather than duplicated.
What you need
- QuickBooks Online (Canada or US)
- An admin who can connect apps
- Products or services for your labour and materials
Every run keeps a history: who and what was sent, per-line results, plain-language errors with a fix, and a redacted request log for admins. Webhooks fire on accounting.invoice_synced, accounting.sync_failed.
Questions
What happens when an invoice changes after it was sent?
ClockLap sends each invoice once per version. If it changes, the same QuickBooks invoice is updated; an unchanged invoice is never sent twice, even if a sync is retried.
Which invoices go over?
Invoices once they are sent to the client (sent, viewed, partly paid or paid), from the day you connect or a start date you pick. Drafts stay in ClockLap.
Who works out the tax?
ClockLap works out tax on the invoice. QuickBooks records it with the tax codes you map, and its own totals are the ones in your books.
Are refunds sent?
Not yet. Record refunds in QuickBooks; ClockLap notes them on the sync.
Is the QuickBooks Online Accounting connection included in the price?
Yes. Every connection is part of every ClockLap plan: $1 per staff member and $2 per manager or admin a month, with no add-ons.
Is ClockLap affiliated with QuickBooks Online Accounting?
No. ClockLap connects to QuickBooks Online Accounting using its published API; it isn’t affiliated with or endorsed by QuickBooks Online Accounting. The connection is in beta while we verify it with live accounts.