Syncing Invoices to QuickBooks Online from LeanLaw
How LeanLaw syncs invoices to QuickBooks Online — what triggers a sync, what gets created in QuickBooks Online, how to view synced invoices, and what to do if an invoice doesn't appear in QuickBooks Online.
LeanLaw and QuickBooks Online are deeply integrated — but they serve different purposes. LeanLaw is where you build, review, and approve invoices. QuickBooks is the accounting system of record. This article explains how invoice data moves between the two systems.
What Triggers an Invoice Sync
An invoice syncs to QuickBooks Online when you click Submit to QuickBooks from the Approved tab in LeanLaw's Billing section. This is the only action that creates an invoice in QuickBooks Online — creating a draft in LeanLaw does not create anything in QuickBooks Online.
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📋 Note: Invoices created directly in QuickBooks Online will NOT appear in LeanLaw's Manage Invoices tab. LeanLaw only tracks invoices that were created and submitted through LeanLaw. |
What Gets Created in QuickBooks Online
When an invoice is submitted to QuickBooks Online from LeanLaw, the following is created in QuickBooks:
- Invoice record: A standard QuickBooks Online invoice under the client's customer account (or sub-customer for matter-accounting firms).
- Line items: Each time entry, fixed fee, and expense on the invoice becomes a line item in QuickBooks Online, mapped to the configured default service and income account.
- Invoice date: Uses the invoice date set in LeanLaw. See the note on invoice date best practices in the Billing section.
- Invoice number: Either auto-assigned by QuickBooks Online's numbering sequence or the custom number set in LeanLaw.
Viewing Synced Invoices in LeanLaw
After submission, invoices appear in Billing → Manage Invoices. Use the filters to find specific invoices:
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Filter |
Use To |
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State |
Filter by Not Paid, Overdue, or Paid. |
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Delivery Status |
Filter by Ready to Email, Ready to Print, or Delivered. |
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Client / Matter |
Find invoices for a specific client or matter. |
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Time Period |
Show invoices from a specific date range. |
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💡 Default view: Manage Invoices shows only open (unpaid) invoices by default. Click the × on the State filter or select 'All' to see all invoices including paid ones. |
Opening a LeanLaw Invoice in QuickBooks
From any invoice in Manage Invoices, click the three-dot menu (⋮) → Open in QuickBooks to view the invoice's QuickBooks Online record directly. This is useful for verifying line item mapping, checking tax settings, or making date adjustments without undoing the invoice in LeanLaw.
Invoice Sync and the Default QuickBooks Online Service
Every invoice line item synced to QuickBooks Online is mapped to the Default QuickBooks Service configured in Settings → QuickBooks. This service determines:
- Which income account the revenue posts to in the QuickBooks Online general ledger.
- Whether sales tax is applied (based on the service's tax settings in QuickBooks Online).