Synchronization of rent invoices between Plexflow and QuickBooks

The synchronization of rent invoices lets you automatically transfer the invoices created in Plexflow to your QuickBooks account.

Before you start, we recommend that you consult the first video or the first guide on the connection between Plexflow and QuickBooks, because that step must already be completed.

Step 1 – Confirm that QuickBooks is connected

Go to 👤 Profile, then open the Integrations tab.

You will see, in particular, the Quickbook company Id.

This identifier is an important element, because it acts as an access key between Plexflow and the right QuickBooks account.

In other words, this identifier lets Plexflow send the information to the right QuickBooks environment.

Step 2 – Check the synchronization settings

Still in the Integrations section, make sure the synchronization settings are properly configured.

The important setting to turn on here is Invoice Sync.

For Plexflow to be able to transfer rent invoices to QuickBooks, this option must be turned on.

Note:
The setting related to Expense sync corresponds to another part of the process, distinct from rent synchronization.

Step 3 – Choose the class synchronization mode

Plexflow offers three synchronization options for classifying invoices in QuickBooks:

1. No class

No class will be associated with the invoice in QuickBooks.

2. Class

The invoice will be associated with the Plexflow property name as a class in QuickBooks.

3. Subclass

The property will be used as the class and the unit will be used as the subclass in QuickBooks.

This setting is useful if you want to organize your invoices with more or less precision in your QuickBooks reports.

Step 4 – Choose the customer name to synchronize

The customer-synchronization setting determines the name that will appear on the invoice in QuickBooks.

Plexflow offers you two choices:

display the name of the primary tenant
display the name of the tenant defined as the payer

This lets you adapt the synchronization according to your management method.

Step 5 – Set the synchronization start date

You can then configure a Sync start date, if you want to specify one.

If you set a date, only invoices from that date onward will be synchronized.

Earlier invoices will therefore not be transferred to QuickBooks.

Step 6 – Turn on the properties to synchronize

Finally, you must make sure to turn on synchronization for each of the properties concerned.

Only the properties turned on in this section will be able to send their invoices to QuickBooks.

Without this activation, synchronization will not be able to take place for the property in question.

Step 7 – Confirm that an invoice is present in Plexflow

Once the setup is complete, an invoice must already be present in Plexflow to allow synchronization.

If there is currently no invoice to synchronize, no transfer will be made to QuickBooks.

Step 8 – Create a new invoice

To allow synchronization, you must first create a new invoice.

To do this:

Go to the unit record
Access the Upcoming Invoices section
Proceed with the collection of one month of rent

This action will create a new invoice in Plexflow, which can then be synchronized to QuickBooks.

Step 9 – Locate the transaction identification number

Once the month has been collected, a transaction identification number will appear.

This number lets you:

locate the transaction
make the link between Plexflow and QuickBooks
confirm the tracking of the synchronization between the two platforms

Step 10 – Check the synchronization status

In the synchronization section, you can see how many invoices remain to be synchronized, if there are any.

Because synchronization usually takes a few seconds per invoice, simply refreshing the page will generally let you see this number decrease gradually.

Step 11 – Understand how it works with several collections

If two collections are made, the system will generate two distinct identification numbers.

On the QuickBooks side, two invoices will then be created, according to the amounts associated with each of the collections.

Step 12 – Understand the automatic update of amounts

It is important to know that if you change:

the invoice amount
or the collection amounts

Plexflow will automatically synchronize these changes with QuickBooks.

In other words, if a change is made after the initial creation, the information will be automatically updated on the QuickBooks side.

To remember

For the synchronization of rent invoices to work correctly, you must:

connect Plexflow to the right QuickBooks account
turn on Invoice Sync
configure the right settings
turn on the properties concerned
create an invoice in Plexflow

Once these elements are in place, the invoices should synchronize automatically with your QuickBooks account.

Updated on: 12/11/2026

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