Resources · Accounting

What actually moves between OnSight and your ledger.

Which records cross, when they cross, what happens to the ones already in your books, and how a deposit ends up matching. Written for the person who has to close the month.

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Updated 2026-09-01 · about 6 minutes to read

The problem is not the invoice. It is the second time you type it.

Most service businesses run two systems that both think they own the money. The one the work happens in raises the invoice; the one the accountant lives in has to be told about it. Somebody is the bridge between them, and that somebody is usually doing it on a Thursday evening from a stack of printouts.

The sync exists to delete that job. Below is exactly what it does, so you can decide whether it deletes yours.

What crosses, and at what moment

The invoice, when you send it. Not overnight, not in a batch. It lands in QuickBooks or Xero with the customer, the line items, the tax and the totals already on it.
The payment, against the invoice it settled. Card, cash, check or ACH. It does not arrive as a loose credit for somebody to apply later.
Refunds and voids, as corrections. A void is a void and a refund is a refund; neither is a negative invoice with a note attached.
Customers, matched before they are created. More on this below, because it is where these projects usually go wrong.
Services and products, mapped to your income accounts. Once, at setup, and then not thought about again.

Setting it up is three decisions

01
Connect the ledger. You authorise OnSight from inside QuickBooks or Xero, which means you can revoke it from there too. We never ask for the password to your books.
02
Point your catalog at your accounts. Each service and product picks the income account it should land in, and each tax code maps to the one your ledger already uses. This is the step worth doing carefully, because everything downstream inherits it. If your chart of accounts is one line called Sales, that works too.
03
Deal with the customers you already have. We match on email first, then name and address, and show you what we found before anything is written. You confirm the pairs, and the ones that are genuinely new get created.

Why the deposit is the part that matters

Anyone can push an invoice into a ledger. The reason accounting integrations get abandoned is the bank feed: a single deposit lands on Tuesday for $4,318.62, and it is nineteen card payments taken across three days, minus the processing fee, minus a refund. Matching that by hand is the work.

Payments arrive carrying the batch they settled in. When that deposit shows up on the feed, the invoices it paid are already grouped against it and the fee is already broken out, so the match is a confirmation rather than an investigation.

If you take payments through a processor that is not ours, this still works. The batch grouping comes from the deposit records, not from who is doing the processing.

Bank feed · 19 Nov $4,318.62

19 Card payments, 17–18 Nov Delgado Landscaping · batch 0R4T91 $4,412.90

— Processing, deducted from the batch −$121.84

1 Refund — Camille Beaumont Invoice 2261, issued 18 Nov −$58.00

1 ACH — Cornerstone Church Invoice 2248 $85.56

Matched to 19 invoices Difference $0.00

What stays where

OnSight The work, and taking the money Scheduling, estimates, inspections, invoices, payments, the customer portal. Anything a technician or a front desk touches.

Your ledger The books, and everything after them Chart of accounts, bank feeds, reconciliation, payroll, sales tax filing, the year end. Your accountant does not have to learn anything new.

The questions people actually ask

Before you connect it.

Will it make a mess of the books I already have?

Nothing is written until you have seen the customer matches and confirmed them, and historic invoices are not back-filled unless you ask for it. The first sync is forward-looking by default: today onwards, so a bad match cannot rewrite a closed year.

What happens when it fails?

It says so on the document it failed on, not in a log somebody has to go looking for. An invoice that did not post carries the reason and a retry, and it stays visible until it is resolved rather than being counted as sent.

Does it sync both ways?

Money moves out to the ledger; customer edits made in the ledger come back. We deliberately do not let the ledger rewrite your job or its line items, because the invoice has to keep saying what the customer agreed to.

QuickBooks Online, or Desktop?

Online, and Xero. Desktop is a different animal and we would rather say so than sell you a nightly file export and call it an integration.

Can I turn it off?

Revoke the connection from inside QuickBooks or Xero, or disconnect from OnSight. What has already posted stays in your books, because it is your accounting record and not ours to withdraw.

Book a demo

Or see it running against your own books.

Thirty minutes, your job count and your average ticket, and the sync shown end to end on data that looks like yours.

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