QBO Summary Level Sync posts your Quipli activity to QuickBooks Online as one summarized journal entry per day. This article walks through how that daily entry is built, when it posts, and how to trace any number back to the transactions behind it.
Sync Cadence
Journal entries post to QuickBooks on a nightly summary basis.
The journal entry job runs at midnight in your tenant's time zone, then syncs to QuickBooks at 12:45 AM.
What Posts to QuickBooks
Income, Tax, Expense, A/R, A/P, Unearned Revenue, and Cash all flow through the same nightly summary pipeline. If you've mapped multiple Quipli GL accounts to the same QuickBooks account, they combine into one summed line in QuickBooks.
ℹ️ Real time vs. nightly: Income, Expense, and Tax accounts update in Quipli in real time. Asset and Liability accounts (A/R, A/P, Cash, Unearned Revenue) only update once the nightly sync runs, so you'll see the prior day's activity until then.
Reviewing Your Daily Journal Entries
Go to Accounting → QuickBooks Online → Journal Entries.
Each row shows the "Daily Quipli" entry name, the date it's for, and the total debit and credit.
Click into an entry to see the full breakdown: every Quipli GL account involved, the QuickBooks account it's mapped to, and the debit/credit total for each.
Click into a specific GL account line (e.g., Delivery Income) to open that account's detail page, filtered to that date, so you can see exactly which invoices make up the total.
If you're mapping by class (multi-location), the GL account column expands to show the breakdown by location — click a location to jump to that GL page filtered for that location.
The same journal entries show up in QuickBooks — search a GL account under Chart of Accounts and run a report, or open the journal entry directly (it'll show class too, if you're using it).
Multi-Location / Class Sync
Each Quipli location maps to a QuickBooks Class, and journal entry lines carry that mapped class. If you only operate one location, you don't need to map a class.
Purchase Orders & Bills
GL and A/P recognition happens on the bill date, not the PO approval date.
Bill payments debit A/P and credit the linked bank or credit card GL account.
Unlike other activity, each individual bill payment syncs to QuickBooks as its own line — this makes it easier to match bill payments to your bank feed.
Editing a Past-Dated Invoice
What happens next depends on whether your accounting period is locked:
Period is locked: Quipli creates a new invoice dated the day you made the change. That change is picked up in that night's journal entry — the original, already-locked entry is left as-is.
Period isn't locked: The original day's journal entry itself updates to reflect the change and re-syncs to QuickBooks. The journal entry's sync log shows the most recent time it ran.
Period unlocked, changed, then re-locked before that night's job runs (rare): Quipli logs an "Update Journal Entry" dated to whenever the change was made, and that's the date reflected in QuickBooks.
Common Accounting Flows
A quick reference for what happens on each side of the ledger for the most common activity:
Activity | What Happens |
Invoice created | A/R debits for the full invoice amount; Income credits per line item; Tax GL credits per jurisdiction with activity. |
Invoice paid (partial or full) | A/R credits down by the payment amount; Cash debits up by the same amount. Income is unaffected — it was already recognized in full when the invoice was created. |
Advance payment on a draft invoice | Unearned Revenue and Cash move first; when the invoice leaves draft, Unearned Revenue reverses out and Income recognizes. |
Refund on a paid invoice | Income debits down and A/R goes negative when the refund line item is added; A/R returns to zero and Cash credits down when the refund is actually issued. |
Credit memo created | A/R credits down (an unapplied credit balance, not tied to any invoice) and Income debits down by the memo amount. Applying it to an invoice later has no additional GL impact. |
Purchase order bill received | Expense GL debits and A/P credits, recognized on the bill date. |
Purchase order bill paid | A/P debits down; the linked bank or credit card GL moves accordingly. |
Frequently Asked Questions
Can I sync on a cash basis instead of accrual?
No — Summary Level Sync posts on an accrual basis. If you need cash-basis visibility for tax reporting or cash flow, that's available natively in Quipli's own reports.
What are "Quipli AR Entity" and "Quipli AP Entity" in QuickBooks?
These are automatic customer/vendor placeholder names QuickBooks uses on the journal entry lines for A/R and A/P activity so those balances can sync. They're created automatically — no setup needed on your end.
What happens if an account has no QuickBooks mapping?
The entire journal entry is blocked from syncing until it's fixed. Map the missing account, then use the Resync button to send the journal entry to QuickBooks.
Need Help?
Contact Quipli support ([email protected]) if you:
See a journal entry stuck in a failed or "Config Required" state.
Notice a journal entry total in QuickBooks that doesn't match what you see in Quipli.
Aren't sure how a specific transaction type (like a credit memo or unapplied payment) will post.
Need to switch your accounting basis or change how a jurisdiction's tax GL maps in QuickBooks.