QuickBooks Sales Settings

The Sales step of the QuickBooks setup decides where Qoblex posts the money coming in from your customers. It sets the QuickBooks income account that customer invoices land in, the bank account that customer payments are deposited to, and — if you use them — the tracking class and location applied to each record. You can also add override rules so specific sales (for example, a particular sales channel, country, or product type) post somewhere other than the defaults.

This article explains each field on the Sales step, which fields are mandatory, how to add override rules, and what those choices do when an invoice or a customer payment syncs to QuickBooks. After reading it you will be able to complete the Sales step correctly and predict which QuickBooks account a given sale or payment will post to.

Where to find it

The QuickBooks settings open as a setup wizard the first time you configure the integration. The wizard steps run in order: Tax Mapping, Sales, Purchases, Manufacturing, Inventory, then Review & Save. The Sales step is the second step.

1. Go to Integrations.
2. Open QuickBooks.
3. The wizard opens on Tax Mapping. Use Next to advance to the Sales step (or use Back to return to it).

Once setup is finished, the wizard is replaced by the configuration view, where the same Sales panel is available as a tab so you can edit it later.

Sales Account

The Sales Account section controls how customer invoices post to QuickBooks. It has three fields, shown side by side:

• Sales Account — the default QuickBooks income (ledger) account that invoice lines post to. The selector placeholder reads Select ledger.
• Tracking class — an optional default QuickBooks class for invoices. The placeholder reads Select tracking class.
• Tracking location — an optional default QuickBooks location for invoices. The placeholder reads Select tracking location. QuickBooks stores this as the invoice’s Location (Department).

Below the three selectors is the sales override rules list, described under Sales override rules.

The default sales ledger account is required — Qoblex will not let you finish setup until a Sales Account is chosen. If it is missing, the wizard shows Ledger account is required.

Payments

The Payments section controls how customer payments (the money you receive against invoices) post to QuickBooks. Its description reads Payment posting rules (by gateway). It has the same three fields as Sales Account:

• The default bank account that customer payments are deposited to (the deposit-to account). The placeholder reads Select bank.
• An optional default Tracking class for payments.
• An optional default Tracking location for payments.

Below the three selectors is the payment override rules list (see Sales override rules — payment rules choose a bank account instead of an income account and offer a smaller, payment-specific set of conditions).

The default payment bank account is required. If it is missing, the wizard shows Bank account is required and setup cannot be completed.

Tracking classes and locations are optional

Tracking class and tracking location are always optional in Qoblex — you can leave them blank. When you do select a tracking class or location (either as a default or through a rule), Qoblex applies it to the synced record, but invoices and customer payments are handled differently:

• Invoices — the resolved tracking class is applied to each invoice line, and the resolved location is sent as the QuickBooks Location (Department).
• Customer payments — only the resolved location is sent, as the QuickBooks Location (Department), alongside the deposit-to bank account. A tracking class you select for payments (as a default or through a payment rule) is resolved by Qoblex but is not currently written to the QuickBooks payment record.

For class and location to be useful, you must also have class and location tracking turned on in your QuickBooks company so QuickBooks accepts and displays them.

If a class or location you expect does not appear in the dropdown, enable class/location tracking in QuickBooks preferences, then reopen the QuickBooks settings page in Qoblex so it reloads the QuickBooks data.

Sales override rules

Both the Sales Account and Payments sections have their own override-rules list, used when some records should post differently from the default. Use the Add rule button to open the Edit Sync Rule dialog, which has two parts:

• Conditions — “Define the conditions that trigger this rule” You build one or two conditions (joined with and/or) and use Add Rule Part to add a second condition. The available condition fields differ between the two rule lists:
  • Sales Account (invoice) rules offer Online store, Sales location, Shipping & Freight, Sales Channel, Tax amount applied, Order tags, Sales origin country, Sales by Product Type, Sales by product tags, and Sales by Brand.
  • Payments rules offer a smaller set — only Online store, Sales location, and Gateway.
• Actions — “What happens when a record matches this rule?” You choose Set ledger account to (for payment rules this is the bank account), Set tracking class to, and Set tracking location to.

Click Apply to add the rule, or Cancel to discard it. Rules are evaluated in order; the first matching rule wins, and records that match no rule fall back to the defaults above. An empty list shows No added rules.

Keep most behaviour in the default account fields and add rules only for clear exceptions. Overlapping rules make it harder to explain where a record posted.

Saving

The Sales step has no separate save button. Use Next to move through the wizard; the configuration is written only on the final Review & Save step, where the button reads Save & Finish. Saving sends the full configuration (all steps) to QuickBooks at once.

After setup is finished, the wizard is replaced by the configuration view, where each panel is shown as its own tab. The Save changes button (shown on every tab except Sync Status) persists the whole configuration at once — it submits the same full payload as the wizard’s Save & Finish step, not just the tab you are on.

Saving stores your selected accounts, classes, locations, and rules for future syncs. It does not rewrite invoices or payments that already synced to QuickBooks — changing a setting later only affects records synced from that point on.

What these settings do when a sale syncs

Sales records do not sync the moment you save settings; they sync as part of pushing a sales order to QuickBooks (and on manual retries from Sync Status). When that happens:

• Invoices. For each invoice line, Qoblex resolves the QuickBooks income account, class, and location — using the matching override rule if one applies, otherwise the Sales Account defaults — and posts the invoice. The tracking location is sent as the QuickBooks Location (Department). Invoice sync only runs when a default sales account (or sales settings) is configured.
• Customer payments. For each unsynced payment on a synced invoice, Qoblex resolves the deposit-to bank account and location from the Payments defaults or a matching payment rule, then records the payment against the invoice in QuickBooks. The location is sent as the QuickBooks Location (Department); the deposit-to bank account is sent as the payment’s deposit account. A tracking class selected for payments is resolved but not written to the QuickBooks payment record. Payment sync only runs when a default payment bank account (or payment settings) is configured, and a payment that already carries a QuickBooks reference is skipped so it is not duplicated.

Each successful sync writes a notification to your activity feed with a link to open the invoice or payment in QuickBooks.

Troubleshooting