The QuickBooks Online page at a glance
One page holds the whole accounting connection: the facts read straight out of your company file, the two catalogs you can re-pull on demand, and the product list that decides what your team can pick on an invoice.
Integrations, then Billing
Every accounting and billing connection lives on this one tab. Pax8, QuickBooks Online and Stripe each get a card, and each card says what it is for.
The QuickBooks Online card
The card reads Connected once the connection is live, and prints how long ago the last sync ran. Open it to reach everything below.
What the connection knows about your company file
The company file facts
A snapshot taken when you connect and again on every connection test. It names the company's country, whether sales tax is on in QuickBooks and whether it is the automated kind, the highest invoice number QuickBooks has issued, and the number the portal will issue next. Reading the two numbers side by side is how you tell whether the two are about to collide. If custom transaction numbers are off in QuickBooks, an amber line warns that pushed invoice numbers may be ignored and QuickBooks will auto-number instead, and names where to turn them on: QuickBooks Settings, Sales (src/components/integrations/quickbooks-management.tsx + messages/en.json's preflightCustomNumbersOff, both at 4b5e59a2f).
Refresh products
Pulls your items and services down from QuickBooks again. It feeds the Product Management audit further down this page, and nothing else.
Refresh tax codes
Pulls the tax code list down again. It feeds the Tax codes table below, the Sales Tax picker in Settings, and each client's Tax tab. The two buttons are independent, so you can run either one on its own.
Tax codes: a read-only mirror
Tax codes
Every tax code synced from QuickBooks, with its QuickBooks id, its rate and whether it is still active. This is a view only. Tax codes are made in QuickBooks, never here, which is why the link beside the refresh buttons sends you there. Change one in QuickBooks, then press Refresh tax codes to pull the new list.
Product Management: what your team can pick
What deactivating here does
This section decides which items show up in the invoice and quote pickers across the portal. Deactivating one hides it from ezCyber only. The item stays exactly as it is in QuickBooks.
Run Audit
Pick a window of six, twelve or twenty four months, or type your own, then run the audit. Each product then shows when it was last used and how many times, so you can see which ones nobody picks.
Active products, and the ones nobody uses
The count is how many products are still offered in the pickers. Deactivate All Unused clears the ones the audit found no use for, or you can tick them one at a time. Products sort under their category heading, and Uncategorized is where a product sits until you give it one. The category is ours, not QuickBooks', so a sync never overwrites it.
Where each invoice started, and whether QuickBooks has it
Source, and QB
Source says where each invoice started. QB Sync means it was made or paid in QuickBooks and came back on a sync. Manual, Ticket, Ticket Charges and Quote each name a door inside the portal, and a plan type such as Core, Add-On or Software Licensing means a plan billed it. The QB column beside it says whether that invoice has reached QuickBooks. An invoice you approve here is pushed across for you.
Discounts, for reference
Where a discount is authored
This page gathers discounts from every client so you can see them in one place. You cannot add or change one here. Each is authored on its own client's Billing page, which is what clicking a client's name takes you to.
The columns
Client, what the discount applies to, how much it takes off, how long it runs, the reason, and whether it is still active.
Why it works this way
Two catalogs come down from QuickBooks and they are refreshed separately, because most of the time only one of them has changed.
The product list is the one place where a tidy picker comes from. Every invoice and quote in the portal draws from it, so an item nobody uses is clutter on every screen your team touches.
Other ways to do this
From a client's Tax tab
Open a client, then Billing, then Tax, and pick from the same synced list.
From Settings
Settings, then Billing and Pricing, then Sales Tax.
Questions this page answers
What are the company-file facts shown when QuickBooks is connected?
It is a snapshot taken when you connect, and again on every connection test. It shows the company's country. It shows whether sales tax is on in QuickBooks, and whether Automated Sales Tax is on too. It shows the last invoice number QuickBooks issued, next to the portal's own next number, so you can compare them. If custom transaction numbers are off in QuickBooks, you see a warning. Turn them on in QuickBooks under Settings > Sales. Until you do, QuickBooks auto-numbers invoices and ignores the number the portal pushes.
What's the difference between Refresh products and Refresh tax codes?
Two independent sync buttons on the connected QuickBooks card, each pulling one catalog from QuickBooks without touching the other. Refresh products re-pulls items/services and feeds the Product Management audit below. Refresh tax codes re-pulls the tax code list and feeds the Tax codes table on this page plus the tax-code pickers on Settings and each client's Tax tab. Run either one independently.
What is the Tax codes list on this page?
A read-only mirror of the tax codes synced from QuickBooks, the same list Settings → Billing & Pricing → Sales Tax and each client's Billing → Tax tab pick from. Tax codes are created in QuickBooks, never in the portal; click Refresh tax codes above to re-pull the latest list after adding or changing one in QuickBooks.
How do I manage which products appear in dropdowns?
Go to Integrations > Billing and open the QuickBooks Online card. Find the Product Management section. Run Audit shows you which products have been used. Deactivate the ones you do not need. They stop showing up in the pickers. QuickBooks itself is not changed. You can also sort products into categories.
How do invoices sync with QuickBooks?
An invoice you approve here is pushed to QuickBooks for you. An invoice made or paid in QuickBooks comes back on the next sync. The Source column says where each one started. It can read QB Sync, Manual, Ticket, Ticket Charges, Quote, or a plan type such as Core, License or Add-On. Fields that only live here, such as product categories, are never overwritten by the sync.
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