Automate and Schedule QuickBooks Syncs¶

By default the connector works live: confirming a document exports it immediately, and the Sync with QuickBooks wizard runs while you wait. That is fine for a handful of documents a day, but a large batch can hold up the user — or hit the worker time limit.

The Automation tab on the QuickBooks connection switches those paths to a queue plus a scheduled action, and lets you restrict which document types sync at all.

Automation settings¶

Open Invoicing ‣ QuickBooks ‣ QuickBooks Accounts, open your connection, and go to the Automation tab.

Import¶

Enable Import Cron — when on, rows waiting in the import queue are processed automatically in the background, and the hourly fetch starts pulling new documents from QuickBooks. When off, you fetch with the wizard and process the queue by hand.
Import From Date — the hourly fetch retrieves QuickBooks documents dated on or after this date. After a clean run it advances to today, so each run only picks up what is new. A failure leaves it untouched so nothing is skipped.
Import these types — tick Customer Invoices, Vendor Bills, Credit Notes / Vendor Refunds and Payments individually.

Export¶

Enable Export Cron — when on, the wizard’s Export direction only queues the matching records, and a scheduled action exports them in batches. When off, export runs immediately.
Export these types — the same four document types, ticked individually.

Batch size¶

Cron Batch Size — the maximum number of records a single scheduled run processes, 30 by default. Keep it small enough that one run finishes well inside your server’s worker time limit.

Important

The document-type checkboxes only take effect while the matching cron is enabled. With Enable Export Cron on, unticking Vendor Bills stops bills from being exported by every path — the wizard, the auto-export on confirm, and the cron. With the cron off, all four types are allowed and the checkboxes are hidden.

Tip

Turning a cron on is the safe choice for high volume. Nothing is lost — records are queued rather than exported on the spot, and the queue is drained a batch at a time.

Tax behaviour¶

Send GlobalTaxCalculation (non-US realms) — sends the tax included / tax excluded mode with every exported invoice, bill, credit note and vendor refund, taken from the Tax Included setting of the taxes on the document.

Note

This setting is hidden for US companies. QuickBooks treats the field as read-only under Automated Sales Tax and rejects the export with an invalid or unsupported property error. Turn it on for UK, AU, CA, IN and other realms where inclusive versus exclusive tax has to round-trip.

Warning

QuickBooks accepts only one tax mode per document. If a document mixes tax-included and tax-excluded lines, it is exported as tax excluded and a warning is written to the log — check the totals in QuickBooks.

Failure notifications¶

The Notifications tab turns failures into Odoo activities so they are not left sitting in the log.

Create Schedule Activity? — master switch.
Activity Type — the activity type to create, To Do by default.
Notification Responsibles — one activity is created per selected user.
Deadline Lead Days — days from today to set as the activity deadline.

An activity is raised when any of these fail:

Exporting an invoice, bill, credit note or vendor refund.
Exporting a customer payment or bill payment.
Processing a row in the import queue.
The hourly automatic fetch from QuickBooks.

Note

Activities are idempotent per record, user and summary — a repeatedly failing document will not bury the responsible user under duplicates.

Scheduled actions¶

The module ships three scheduled actions, visible at Settings ‣ Technical ‣ Scheduled Actions in developer mode.

Scheduled action	Default interval	Runs when
QuickBooks: Fetch From QuickBooks	Every hour	Enable Import Cron is on
QuickBooks: Process Import Queue	Every 5 minutes	Enable Import Cron is on
QuickBooks: Process Export Queue	Every 5 minutes	Enable Export Cron is on

Note

All three are active out of the box, but they do nothing until a Confirmed connection turns the matching gate on. They are harmless no-ops in the meantime.

Tip

Your interval changes survive a module upgrade, so it is safe to tune them. If you run several connections, avoid scheduling everything on the same minute.