After you connect Mallow, create all recurring invoices in Mallow only. The integration creates matching records in QuickBooks Online automatically. You can turn off or delete the old recurring invoices in QuickBooks so your clients only pay through Mallow.
How Mallow syncs invoices and payments with QuickBooks Online
When you connect QuickBooks Online to Mallow, every invoice and payment syncs automatically so your accounting records stay current without manual entry.
How invoice sync works
Each time you create an invoice in Mallow, the integration creates a matching invoice in QuickBooks Online. If a QuickBooks invoice with the same invoice number and customer already exists, Mallow updates that record instead of creating a duplicate. If no matching invoice exists, Mallow creates a new one.
How payment sync works
When a customer pays through Mallow, the integration creates a linked QuickBooks Payment record and applies it to the open invoice.
If the QuickBooks invoice is still open, the payment is recorded and the balance is updated.
If the QuickBooks invoice is already paid (balance is zero or less), the sync stops and no additional payment record is created.
Matching rules
Mallow uses the invoice number and mapped customer to find the right QuickBooks record. There are three outcomes:
Condition | What happens |
|---|---|
One matching invoice exists for the same number and customer | Mallow performs a sparse update on the existing invoice. No duplicate is created. |
No matching invoice exists | Mallow creates a new invoice in QuickBooks Online. |
Multiple QuickBooks invoices share the same number and none matches the mapped customer | Mallow raises an error. Resolve the duplicate invoice numbers in QuickBooks Online, then retry the sync. |
Customer mapping
Make sure each Mallow customer is mapped to the matching QuickBooks customer before syncing. An unmapped customer shows as No QuickBooks customer mapping in the reconciliation view.
Common questions
What should I do with existing recurring invoices in QuickBooks?
Will Mallow create duplicate invoices?
No. When the invoice number and customer already exist in QuickBooks, Mallow updates the existing record instead of creating a new one.
What if a payment was already recorded in QuickBooks?
If the QuickBooks invoice balance is already zero or less, Mallow does not create another payment record during sync.
Only admins can connect or disconnect integrations. Managers and viewers can view the Integrations tab but cannot make changes.
To set up the connection, see Connect Mallow and QBO. To turn the integration off, see Disconnect Mallow and QBO.
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