Accounting: Connection Settings

Getting from initial settings to one verified invoice takes three guides. Start here to choose how invoices and payments are recorded, then map the customer and products you need, and finally sync and verify the invoice.

1. Start with the connection Overview

Open Integrations, select your accounting connection, and open Overview.

Review Needs your attention to see what this connection still requires. The Overview is your checklist for everything you must finish before invoices can sync. The steps below walk through those settings in order, and you can return to the Overview at any time to see what is left. Settings pages show only the options available for this connection, and optional workflows can wait until your team needs them.

2. Confirm the connection can sync

Open Settings → Connection.

• Turn on Active accounting connection. Only one accounting connection can be active at a time, so deactivate any other active connection first.
• Leave Read-only mode off for normal syncing. In read-only mode, RoasterTools still receives updates from your accounting platform but does not create, update, or delete records in it.

3. Choose how invoices are recorded

Open Settings → Invoices → Invoice details and make the choices your team relies on when finding and reconciling invoices.

Invoice numbers

Choose whether the accounting invoice uses the RoasterTools order number or the accounting platform's next invoice number. Using the RoasterTools order number gives both systems the same reference.

Invoice dates

Choose the order date that should become the invoice date. If an order does not yet have the selected date, it waits to sync until that date is recorded. For example, an order using Actual Ship Date cannot sync before it ships.

Purchase orders and notes

If your team uses purchase order numbers or customer-facing notes, choose where each appears on the synced invoice. The available destinations differ between QuickBooks Online, QuickBooks Desktop, and Xero.

Classes

If Settings → Classes appears, use it to control how QuickBooks classes are applied to synced invoices.

• QuickBooks Online: QuickBooks controls whether classes are off, applied to each invoice line, or applied to the entire invoice. RoasterTools shows the current QuickBooks setting.
• QuickBooks Desktop: Choose whether to apply a class to each invoice line or one class to the entire invoice.
• Default class: Choose an optional class for customers that do not have their own. A class selected on a customer takes priority over the connection default.

A class categorizes the invoice for reporting. It does not choose the accounting item or income account used for a product. To assign a class to a customer, see Map customers, products, and payment methods.

4. Configure invoice totals

Review the remaining pages under Settings → Invoices. These settings control how the invoice total is represented in accounting.

Discounts, rounding, and convenience fees

• Discounts: Choose whether a discounted product syncs at its reduced price or the discount syncs as its own invoice line. If you record discounts as a separate line, also choose the Discount item.
• Rounding: Choose an adjustment item if you want invoices with small supported rounding differences to reconcile to the RoasterTools total.
• Convenience fees: If this page appears, choose the accounting item used for convenience fee lines. Only orders that include a convenience fee are blocked until you do.

Shipping

Choose a shipping item before syncing invoices. Selecting one does not add a shipping charge to an order. When an order includes a shipping charge, RoasterTools uses the selected item to record that charge as a separate invoice line.

1. Create or identify the item your team uses to record shipping charges in your accounting platform.
2. In RoasterTools, open Integrations and select the accounting connection.
3. Open Settings → Invoices → Shipping.
4. Under Shipping item, choose the accounting item.
5. Save the setting.

New accounting items appear in RoasterTools automatically. If a newly created item is not available yet, allow up to 30 minutes for it to appear, then return to the Shipping page and check again. There is no separate connection-wide refresh action.

Sales tax

Open Settings → Invoices → Sales tax and complete the settings shown for the connection.

QuickBooks Online and QuickBooks Desktop have different sales tax setup steps. If you charge sales tax, follow the guide for your connection now, then return here and continue with step 5:

• Set up QuickBooks Online sales tax
• Set up QuickBooks Desktop sales tax

5. Decide how payments sync

Open Settings → Payments.

• Turn on Create payments with synced invoices when syncing a paid invoice should also queue its eligible payments.
• Leave it off when your team records payments separately or syncs them later.

If payments sync, choose where to record them under Default payment bank account:

• Undeposited Funds (recommended): Use this account to group individual customer payments into the deposits that appear in your bank account.
• A specific bank account: Use this option when each customer payment should be recorded directly in that account.

A connected commerce or fulfillment integration can create payments independently. If it can use a different account from the connection default, you will choose that in step 6.

For payment timing, partial payments, and manual syncing, see payment sync details and exceptions.

6. Review item and integration settings

Items

Review Settings → Items only if RoasterTools will create new items in your accounting platform. These accounts apply only to items RoasterTools creates and do not change existing mapped items.

Integrations

If orders enter RoasterTools through a commerce or fulfillment connection, review that connection under Settings → Integrations. Each integration appears by name. Choose how unmapped customers from that integration are recorded. When a payment-account override is available, choose whether those payments sync to the accounting connection's default account or a different account.

Your connection settings are now in place.

Next: map the customer and products you need

Before an invoice can sync, its customer and every product variant on the order must be mapped. You can work one order at a time, mapping only the customer and product variants that order needs before you sync it.

Continue to Map customers, products, and payment methods to map from an order or set up mappings in advance.