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Overview

When syncing invoices from Flexprice to QuickBooks, each invoice line item must reference a QuickBooks Item (product or service). Flexprice automatically handles item creation and management, ensuring your line items are properly tracked in QuickBooks. Key Points:
  • Items are synced when QuickBooks connection is active
  • Each Flexprice price is mapped to a QuickBooks service item
  • Items are linked to your configured Income Account
  • Item mappings are stored to prevent duplicates

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When Items Are Created

Items are created automatically when:
  1. New Price: A Flexprice price hasn’t been synced to QuickBooks before
  2. Active Connection: QuickBooks connection is active and authenticated

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Why Service Items?

QuickBooks has different item types (Inventory, Non-Inventory, Service). Flexprice uses Service items because:
  • ✅ Best fit for SaaS and subscription businesses
  • ✅ No inventory tracking required
  • ✅ Simplifies accounting for digital services
  • ✅ Requires only Income Account (no COGS account)

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Entity Integration Mapping

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Mapping Structure

When an item is created, Flexprice stores a mapping record: 
{
  "entity_id": "price_01ABC123",
  "entity_type": "price",
  "provider_type": "quickbooks",
  "provider_entity_id": "125",
  "metadata": {
    "synced_at": "2025-11-25T09:50:21Z",
    "quickbooks_item_name": "Pro Plan-API Calls"
  }
}

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Why Mapping Matters

Prevents Duplicates:
  • Before creating an item, Flexprice checks if mapping exists
  • If found, uses existing QuickBooks item ID
  • Avoids creating duplicate items for the same price
Enables Sync:
  • Maps Flexprice prices to QuickBooks items
  • Allows consistent line item references across invoices
  • Maintains data integrity between systems

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Troubleshooting

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Common Issues

IssueCauseSolution
Item creation failsMissing Income AccountConfigure Income Account ID in connection
Item creation failsInvalid account IDVerify Income Account exists and is active
Duplicate items createdMapping not foundCheck entity_integration_mapping table

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Best Practices

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Income Account

💡 Use a Dedicated Account: Create a specific Income account like “Flexprice Revenue” for easy tracking 💡 Keep Account Active: Ensure the Income account is always active in QuickBooks 💡 Document Account ID: Store the account ID in your configuration documentation

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Item Management

💡 Don’t Manually Edit: Avoid manually editing Flexprice-created items in QuickBooks 💡 Use Consistent Naming: Follow Flexprice naming conventions for clarity 💡 Monitor Mappings: Regularly check entity_integration_mapping for data integrity

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QuickBooks Resources