How do I get Optix invoice data in to my accounting system?

Optix has integration apps for QuickBooks Online and Xero that sync invoice data directly. For other accounting systems, or if you prefer not to use those apps, you can export invoice data as a CSV or set up a Zap in Zapier.

Getting your invoice data into your accounting system helps you:

Sync invoices automatically: Install the QuickBooks Online or Xero app to send invoices, payments, and user records to your accounting system
Reconcile revenue faster: Export invoices in a format your accounting software can read, so bookkeeping doesn't require manual re-entry
Keep per-user records: Export invoice history for an individual user, useful for tax purposes or user-specific requests
Automate your workflow: Use Zapier to automatically create records in Freshbooks, Zoho, or other tools whenever a payment happens in Optix

How to use the QuickBooks or Xero integration apps

The QuickBooks Online and Xero apps sync invoices, credits, payments, and user details between Optix and your accounting system. You can sync automatically, or select invoices and sync them manually.

Select Apps & Integrations from the left-hand menu
Search for QuickBooks or Xero, then click Install and Configure
Connect your accounting account and choose whether invoices should sync automatically or manually
If you chose manual sync, go to Invoices, select the invoices, then choose Options > Sync with QuickBooks or Options > Sync with Xero

For full setup steps, see How do I set up the QuickBooks Online integration app with Optix? and How do I set up the Xero integration app with Optix?

The QuickBooks Online integration app is different from QuickBooks Payments. The app syncs accounting data. QuickBooks Payments is a payment gateway that processes transactions. You can use one, both, or neither. Learn more in How do I set up my payment gateway with QuickBooks?

How to do the CSV exports

Optix can export your invoice data as a generic .csv file, or in a format built for Xero or Zoho.

Tip: Need to report on payments received within a specific month, for example to reconcile revenue in QuickBooks? Go to Invoices > All Invoices and use the Paid date filter to narrow the list down to invoices paid in that period, then select and export those invoices. This is different from filtering by Due date, which only shows when an invoice was scheduled to be paid. Learn more in How do I filter my invoice list?

Select Invoices from the left-hand menu
Tick the checkboxes to the left of the invoices you'd like to export. If you'd prefer to export invoice data for all users, instead tick the checkbox next to the word 'Name' at the top of the list
Individual users: To export data for an individual user, search for their full name in the search field, then tick the box to select all their invoices
Click More options in the top action bar
From the dropdown menu, under Export CSV, select the format you'd like (Generic, Zoho-compatible, or Xero-compatible) to start your CSV file download

How to do the Zapier integrations

If you use Freshbooks, Zoho, or another system that does not have an Optix app, automations can be configured via Zapier. When setting up a Zap, use the Optix trigger New invoice payment.

Here are some examples of Zapier integrations you can set up with Optix and Freshbooks:

Creating a new Freshbooks sales receipt or Freshbooks invoice when a user pays their Optix invoice
Adding a new Freshbooks customer when a user is added to your organization
Creating a bill in Freshbooks when a user pays their invoice

To learn more, visit our Zapier page.

FAQs

Does Optix have a direct integration with QuickBooks or Xero?

Yes. Optix has a QuickBooks Online integration app and a Xero integration app. Install them from Apps & Integrations. See How do I set up the QuickBooks Online integration app with Optix? and How do I set up the Xero integration app with Optix? for setup steps. For other accounting systems, use CSV exports or Zapier.

Is the QuickBooks Online integration app the same as QuickBooks Payments?

No. The QuickBooks Online integration app syncs invoices, payments, and user data between Optix and QuickBooks for accounting. QuickBooks Payments is a payment gateway that processes the transactions themselves. You can use one, both, or neither. Learn more in How do I set up my payment gateway with QuickBooks?

How do I get only the invoices paid in a specific month?

Go to Invoices > All Invoices and use the Paid date filter to narrow the list to that period before exporting. See How do I filter my invoice list? for details.

Can I export invoices for just one user?

Yes. Search for their name in the Invoices list, tick the box to select all their invoices, then export as usual.

What export formats are available?

Generic CSV, Zoho-compatible CSV, and Xero-compatible CSV.

Troubleshooting

Invoices are not appearing in QuickBooks or Xero

Confirm the QuickBooks or Xero app is installed from Apps & Integrations, and that invoices are set to sync automatically. If you chose manual sync, select the invoices and choose Options > Sync with QuickBooks or Options > Sync with Xero. If an invoice is tagged with a sync error, see What do the QuickBooks error codes mean on my invoices? or What do the Xero error codes mean on my invoices?

My export doesn't include the payments I expected.

Check whether you filtered by Due date or Paid date before exporting. These reflect different things. Use Paid date if you need invoices grouped by when they were actually paid.

My Zap isn't triggering.

Confirm the Zap is using the Optix trigger New invoice payment, and that the Zap is turned on in Zapier.

Need more info on Invoices?

Take a look at this quick guide to dive deeper.