Accounting: How to Sync Orders to your Accounting Platform

Sync your RoasterTools orders to your accounting platform to create invoices. 

Before You Start

Make sure you have:

• An active connection to your accounting platform 
• Customers mapped between RoasterTools and your accounting platform
• Variants Mapped to your Accounting Platform
• Accounting sync preferences configured in your settings

Understanding Order Sync Status

Each order displays a Sync Status in the rightmost column of the Orders page. This tells you where it stands:

How to Sync an Order

Step 1: Go to the Orders Page

Navigate to the Orders page from the main navigation. You’ll see a list of all your orders 

Step 2: Identify Orders to Sync

Look at the Sync Status column on the right side of the page:

• Orders showing SYNCABLE are ready to sync.
• Orders showing MAPPABLE need customer or variant mapping completed first. Click the ‘Eye’ Icon to open the order and view what needs to be mapped
• Orders showing SYNCED have already been synced to accounting.

Step 3: Select and Sync Orders

There are three ways to sync orders:

Option A: Sync an individual order from the list:

Click the dropdown caret (small arrow) next to the Sync Status on the order row and select Sync to Accounting.

Option B: Sync from within an order:

Open an individual order and click Sync to Accounting from within the order detail page.

Option C: Bulk sync multiple orders:

• Select all orders or individual orders by checking the boxes next to each order.
• Once your orders are selected, click Batch Actions and choose Sync to Accounting.

The selected orders will be submitted for syncing. Once successful, the Sync Status will update to Synced (or Queued for QBD).

Force Sync

If an order gets stuck in “queued” status, users can click “Force Sync to Accounting” from the dropdown menu to retry.

Syncing an Order with QuickBooks Desktop

The process to sync to Quickbooks Desktop happens in two main steps: creating the invoice and then applying the payment (if the order is paid). QuickBooks Web Connector must run twice for each order — once for the invoice and once for the payment.

After selecting Sync to Accounting: 

If your Web Connector is set to Auto-Run on a schedule:

• the invoice status will change to QUEUED

(Note: With auto sync, you don’t need to initiate anything.  Below is an explanation of what happens) 

• the invoice will sync the next time it runs.
  • The invoice sync status will update to SYNCED 
• If the order was marked as paid: the auto run will need to run a second time to sync the payment.  
  • After the first run and sync of the Invoice the invoice sync status will show as synced
  • However the Payment sync status (on payments page) will show as QUEUED.  If you looked in your QBD at the invoice at this point the payment will not be reflected until the second auto run.

If your web connector is NOT set to auto-run or you want to manually sync immediately: 

• open QuickBooks Web Connector and click Update Selected.
• This initiate the sync for the invoice
• If you need to sync a payment as well you will need to click Update selected a second time to apply the payment.  

What Gets Synced

When you sync an order, RoasterTools creates an invoice in your accounting platform that includes:

• The order line items (products, quantities, and prices) as you’ve mapped them
• Customer information (mapped to the corresponding customer in your accounting platform)
• Payment status: if the order is marked as paid, the payment is also applied to the invoice
• Terms: in RoasterTools you set terms for your customers, In your Accounting platform you’ll see the DUE DATE
• NOTE: Payment method - Unfortunately Payment Methods are NOT synced at this time
• Order Notes: Please see our detailed explanation of Order Notes and how they sync to each platform here

FAQ

Q: I edited / updated the order, can I resync it?

No, unfortunately you can’t re sync an order to reflect changes made. You’ll need to manually adjust them in your accounting platform. (Payments are different - you can sync a payment status later) 

Q: My order is stuck in QUEUED status what do I do?

If an order gets stuck in “queued” status, users can click “Force Sync to Accounting” from the dropdown menu to retry.

Q: What does MAPPABLE mean?

MAPPABLE means the customer on that order hasn’t been mapped to a customer in your accounting platform yet. You’ll need to go to your accounting integration settings and map the customer before the order can be synced. Once mapped, the status will change to SYNCABLE.

Q: Will the payment sync automatically when I sync a paid order?

Yes. If the order is marked as paid when you sync it, RoasterTools will create both the invoice and apply the payment in your accounting platform. You don’t need to sync the payment separately from the Payments page.

Q: What if I sync an order that isn’t paid yet?

RoasterTools will create the invoice in your accounting platform with an open balance. When the order is paid later, you can sync the payment from the Payments page.

Q: If I send the order when we fulfill it, can I sync the payment later if the customer is on terms? 

Yes, you can sync payments at a later date.  See this help doc 

Q: Can I sync multiple orders at once?

Yes. Use the checkboxes to select individual orders, or click Batch Actions and choose Select All to select all visible orders on the page. Then use Batch Actions → Sync to Accounting to sync them all at once.

Q: Why does my order show as Queued instead of Synced? (QuickBooks Desktop)

For QuickBooks Desktop, orders go through an integration partner and require the Web Connector to run. The order will show as Queued until the Web Connector picks it up and completes the sync. Open QuickBooks Web Connector and click Update Selected to trigger it manually, or wait for the auto-run schedule.

Q: Why do I need to run the Web Connector twice? (QuickBooks Desktop)

QuickBooks Desktop processes the invoice and payment as two separate steps. The first Web Connector run creates the invoice, and the second applies the payment. If auto-run is enabled, both steps happen automatically on your configured schedule.