Sync with QuickBooks for Windows: At a glance

This article will give you an overview of how our sync with QuickBooks for Windows works. If you are looking to setup your sync, please check out the sync setup article linked at the bottom of this page.

PayMaker utilizes the Sync Dashboard to transfer information between PayMaker and QuickBooks for Windows (also referred to as QuickBooks Desktop). The Sync Dashboard is available for download in each PayMaker account set to sync with QuickBooks for Windows.

QBD sync image

With each sync, PayMaker picks up QuickBooks changes to:

  • Accounts
  • Departments (called Classes in QuickBooks)
  • Vendors
  • Jobs (called "Customer: Jobs" in QuickBooks)
  • Bank Balance - shown when paying bills
  • Customers
  • Invoices (new and edited invoices)
  • Items

QuickBooks picks up any PayMaker changes to:

  • Accounts
  • Departments (called Classes in QuickBooks)
  • Vendors
  • Bills
  • Billable expenses
  • Bill Payments
  • Vendor Credits
  • Funds Transfers
  • Customers
  • New invoices
  • Invoice payments

Things to know


  • We recommend that all bills, vendor credits, approvals, and payments are made in the PayMaker account.
  • Any changes made in QuickBooks for bills, vendor credits, approvals and payments will not sync to PayMaker.


  • On accounts created before June 5, 2020, invoice status and amount due on invoices in QuickBooks for Windows will sync to PayMaker. Please contact Customer Support by clicking Contact Us at the top of this page if you'd like to disable it.
  • Invoices can be created in either QuickBooks or PayMaker
  • Invoices created directly in PayMaker can be edited until the invoice syncs to QuickBooks
  • After the sync, invoices can only be edited in QuickBooks
  • If creating invoices in QuickBooks, select To be emailed for each invoice. These invoices can then be selected to email within PayMaker.
  • Partial payments should be applied to an invoice before applying credit memos
  • The QuickBooks company file picks up new invoices entered in PayMaker and payments received via PayMaker. PayMaker picks up any changes to invoices and customers from the QuickBooks company file.
  • The date the sync is connected is considered the sync start date for AR invoices. If your sync was connected on 4/1/19, only AR invoices with invoice dates of 4/1/19 or later will sync into PayMaker, no matter the creation date.
    • Any invoices dated before 4/1/19 will not sync from QuickBooks to PayMaker, and Customer Support cannot force them over.
    • If you manually create those invoices in PayMaker, they will try to sync to QuickBooks, and there will be a duplicate error if the invoice already exists in QuickBooks. Delete the invoice in QuickBooks and let the newly created invoice in PayMaker sync to QuickBooks

If you do not see the described feature available in PayMaker, you may not have access to the feature based on permissions for your role and/or your plan does not have this feature. If you wish to get access to the feature, please review the available plans for PayMaker and upgrade accordingly or contact the Administrator of your PayMaker account. Changes in monthly user fees may apply.