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

Optix doesn't have a direct integration with accounting software like QuickBooks, Xero, or Zoho, but you can get your invoice data into these systems using CSV exports or by setting up a Zap in Zapier.

Getting your invoice data into your accounting system helps you:

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, QuickBooks Online, or other tools whenever a payment happens in Optix

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

Automations with certain accounting systems, including Xero, Freshbooks, and QuickBooks Online, 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?

Not at this time. You can move invoice data into these systems using CSV exports, or automate the process with Zapier.

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

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.