Accounting sync now goes both ways

The old accounting sync only took fully paid invoices, one at a time, in one direction. Everything you had sent but not collected on stayed out of the books, and if your bookkeeper recorded a payment in Xero, Cooledge never heard about it. Both of those are fixed. Invoices go across as soon as they are sent, you can push a whole month's worth in one click, and payments and voids at your accounting software now come back the other way.

Send far more, with far less clicking

• Sent, Part-Paid and Paid are all eligible. No more waiting for the money to land before the invoice reaches your books. Drafts and voided invoices never sync.
• Approve up to 100 at a time. Tick the rows on the invoices list and the batch bar reads Approve 20 to Xero. Anything that cannot go is grouped and told to you plainly, for example 3 skipped: not sent yet.
• A Ready to sync card on the invoices list. It counts what is not in Xero or QuickBooks yet, and clicking it filters the list. Ready to sync is broader than Not synced: it is everything you could approve right now, including the ones that failed or need a look.
• The whole invoice, not just a total. Line items, the customer matched to an existing contact or created as a new one, per-line tax codes, the job reference and the invoice PDF attached.
• Deposits go as real payments. A deposit is pushed as a payment against the invoice rather than a negative line, so your revenue, your GST and the cash you have actually received all stay right.
• Edits keep up. Editing a sent invoice re-issues it and pushes the new version, so the copy at your provider always matches the PDF the customer is holding.

Supplier bills and credit notes too

• They sync on their own. A bill goes across when it moves from draft to approved, a credit note when it moves from draft to applied. There is no approve button to remember.
• Coded to the account you choose. Set the supplier bill expense account once in settings.
• Locked once they land. After a bill has synced, its money, supplier and dates are fixed and you get told why: This bill has synced to Xero; edit it there or add a credit note. Status changes like approved to paid still work.

What comes back

This is the two-way part, and it is deliberately narrow. Two things are written back into Cooledge:

• Payments. A payment added in Xero or QuickBooks against an invoice Cooledge pushed shows up as a payment in Cooledge and can move the invoice to Part-Paid or Paid. Worth knowing: reaching Paid this way fires everything a payment in Cooledge fires, including the paid notification and the review request.
• Voids and deletions. Void it at your provider and the Cooledge invoice is voided, with any payments that came from the provider reversed. If payments were taken in Cooledge, nothing is touched automatically and the invoice is flagged Needs attention for you to decide.
• Plus one small one. A supplier bill marked fully paid at your provider sets the Cooledge bill to paid.
• Nothing else flows back. Customers and contacts, amounts, totals, invoice numbers, line items, descriptions and tax settings are never written back, and neither is anything Cooledge did not push in the first place. Your figures in Cooledge are never quietly overwritten.
• Timing. Changes usually come through within a minute or two, and a safety net sweep picks up anything missed within half an hour at the latest.

You can finally see where every document sits

• A badge on every document. On the invoices list, on invoice detail and on the bill and credit note rows in Purchases: Not synced, Queued, Syncing, Xero: Synced, Sync failed, Needs attention, On hold or Won't sync.
• Every problem comes with a reason. Not a code. Choose a payment account in accounting settings. or This document uses a tax rate your accounting provider does not offer. tells you what to do next.
• Retry is right there. Failed, needs attention and on hold documents all have a Retry button, and needs attention can be dismissed if you never want that one to sync.
• On hold clears itself. Fix the cause, reconnect the provider or choose the missing account and everything that was waiting is released.
• On your phone. The mobile app shows the badge and the actions on invoice detail, with Approve to Xero or Approve to QuickBooks in the invoice actions.
• If there is no approve button, the invoice is not eligible. The badge is the signal, so check the status before you go hunting.

Tell it which accounts to use

In Settings → Integrations → Accounting Settings you set your revenue account, the payment account your payments land in, the expense account for supplier bills and your standard sales and purchases tax codes. Where more than one tax code shares the same rate, you pick the one to use so nothing stalls.

• Fixing a setting releases the queue. Save a missing account and you are told what went with it: Accounting settings saved. 4 queued items released.
• One provider at a time. Connect Xero or QuickBooks, not both. Be careful with Disconnect, it takes effect straight away with no confirmation.
• If the connection expires a banner tells you invoices, bills and payments are waiting in the queue, and reconnecting releases the lot.

Full detail in the accounting sync guide, plus the setup steps for Xero and QuickBooks Online.