Connect your accounting software so invoices and contacts flow into DebtOps automatically, and payments you collect post straight back to your books.

How to connect Xero and QuickBooks#

Connecting your accounting software keeps DebtOps and your books in sync, both ways:

• In — your contacts and invoices are pulled into DebtOps so you can chase them.
• Out — when a contact pays (in DebtOps or through the payment portal), that payment is posted back to the matching invoice in Xero or QuickBooks, and the invoice is marked paid there too.

You connect one accounting provider per account — either Xero or QuickBooks.

Before you start#

• You need an admin role with the Integrations and Settings permissions. If you can't see Integrations in the sidebar, ask your account admin.
• You need login access to your business's Xero or QuickBooks account, and permission there to grant app access.
• When asked to approve permissions, accept the payments permission — without it DebtOps can read your invoices but can't post payments back (see Why payments aren't posting).

What syncs#

Only customer contacts and sales invoices are pulled in. Supplier contacts and bills are ignored.

1. Connect your provider#

1. In the sidebar, open Integrations.
2. Find the Xero or QuickBooks card and click Connect.
3. You're taken to the provider's sign-in page. Log in and approve the permissions (including payments).
   • Xero: choose the organisation you want to connect.
   • QuickBooks: your company is detected automatically.
4. The window closes and you come back to DebtOps. The card now shows Connected with your organisation name.

One accounting provider at a time. You can connect only one accounting provider. If you connect QuickBooks while Xero is already connected (or the reverse), DebtOps switches you over — it asks you to confirm, then disconnects the old provider and connects the new one. Your already-synced data stays; the old provider just stops syncing. No need to disconnect first.

A first sync starts automatically after you connect, so give it a few minutes to pull your contacts and invoices in.

2. Choose where payments are deposited#

So DebtOps can post a payment back to your books, it needs to know which bank account in your provider the money landed in.

1. On the connected provider's page, find the Accounting posting card.
2. Open the Payment deposit account picker — it lists the bank accounts from your provider.
3. Pick the account your collected payments go into → wait for Saved.

That's the only setting you need to configure. (There's no interest setting — DebtOps never posts interest to your books; only the original invoice amount is reconciled.)

Set this before you collect payments. If no deposit account is chosen, payments can't post back and will wait until you set one.

3. How invoices and contacts come in (inbound sync)#

• DebtOps syncs from your provider once a day automatically. New and changed contacts, invoices, and payments are pulled in.
• To pull changes immediately, open the provider's page and click Sync now. This fetches the latest from your provider — it does not push anything out.
• The card shows Last synced so you know how fresh the data is.
• If a contact in your books has no email, phone, or name, it's skipped (nothing to chase with).

4. How payments post back (reconcile)#

This is the part that keeps your books up to date without double entry.

1. A contact pays — either you record a payment on an invoice in DebtOps, or they pay through the payment portal.
2. Within about a minute, DebtOps posts that payment against the matching invoice in your provider and deposits it to the account you chose.
3. Your provider's invoice balance drops, and once fully paid it shows Paid there too.

Good to know:

• Original amount only. Payment plans in DebtOps are interest-free, and DebtOps only ever posts the invoice's own amount back — never an extra interest or finance line.
• No double-posting. If a payment already reached your provider, DebtOps won't post it twice, even if a sync re-runs.
• Voids sync too. If you mark an invoice Void in DebtOps, that void is reflected in your provider.
• Payments are safe even if posting fails. Recording a payment in DebtOps always succeeds. If the post-back can't reach your provider (e.g. a dropped connection), DebtOps keeps retrying in the background — your DebtOps record is never affected.

5. Disconnecting or reconnecting#

• On the provider's page, click Disconnect to stop syncing. Your already-synced data stays in DebtOps.
• Reconnect any time by clicking Connect again.
• If you ever connected without granting the payments permission, you'll see a read-only state — payments queue up "waiting on reconnect." Just reconnect and approve the payments permission, and the waiting payments post automatically.

Xero vs QuickBooks — what differs#

For everyday use they work the same: connect, pick a deposit account, sync, reconcile. A few differences:

Troubleshooting#