Sync billing to your accounting system

One ledger, not two

Every invoice you send from Monument is also a transaction your bookkeeper needs in Xero, QuickBooks, or MYOB. Without a connection, someone re-enters it there by hand, and the two records start to disagree the moment either one changes. Accounting sync closes that gap: connect once, sync invoices into your accounting system, and Monument checks there twice daily for payments, with an on-demand check available from payment history. You end up with one true record of what was billed and what was paid, not two ledgers you have to reconcile yourself.

Northlight Architects keeps its books in Xero. Once connected, Riverside Apartments billing is eligible to sync into the accounting system without being retyped.

Drafts can sync too

Sync isn't limited to sent invoices. Xero, QuickBooks, and MYOB all support pushing a draft, so an invoice can cross over before you've sent it, then update in your books as you keep editing it in Monument.

Connect your accounting system

1. 1

   Open Settings and go to the Integrations tab.

2. 2

   You'll see three options: Xero, QuickBooks, and MYOB.

3. 3

   Click Connect on your system to start a secure sign-in.

Connecting hands you off to the provider's own sign-in screen. You authorise Monument there, not the other way around, so Monument never sees or stores your accounting password, and you can revoke access from the provider's side at any time. See Security and API keys for how Monument handles that access more broadly.

Once connected, you also set defaults, the sales account and tax type synced invoices should map to, so every invoice that crosses over lands in the right place in your books without you choosing it each time.

Tax codes and sales accounts sync per line

Connecting an accounting system is what makes an invoice line's tax code and sales account actually mean something on the other end. Every line carries both: the tax code decides how it's taxed, the sales account decides which line in your chart of accounts it posts to. Neither requires you to pick anything, both fall back to sensible defaults, and both are covered in their own articles: Set tax codes on invoice lines and Point invoice lines at a sales account.

Know what's synced and what isn't

Once a system is connected, every invoice carries a sync state:

• Not Synced: not yet pushed across, draft or sent.
• Syncing: the push is in progress.
• Synced: successfully pushed and matching your books.
• Modified: synced once, then changed in Monument since, so your accounting system now holds an outdated version.
• Failed: the last attempt didn't go through.

Push invoices across in bulk rather than one at a time: from the invoice list, choose Sync to Xero, or whichever system you've connected. The dialog only lists invoices that actually need it, draft or sent, whichever are Not Synced or Modified, so you're never re-pushing something already up to date.

Payments pull back the same way

When a client pays and that payment is recorded in your accounting system, pull it into Monument instead of entering it twice. Open the invoice, go to its payment history, and choose Sync from Xero. The payment arrives tagged with its source, and the invoice's status updates itself, partial or paid, exactly as it would if you'd recorded the payment by hand.

Troubleshooting

• An invoice won't sync. Confirm the accounting connection under Integrations is still active. If it is, check the invoice's sync state, a Failed state needs a re-sync rather than a resend.
• The books show an old version. The invoice reads Modified because it changed in Monument after it last synced. Re-sync to bring your accounting system back in step.
• A payment never shows up. Confirm the invoice actually synced first; payments only pull in for invoices your accounting system already knows about.
• You need to switch systems. Disconnect the current connection from Accounting Integration before connecting another. Each connection, organisation-wide or scoped to a single office, only ever links to one system at a time.

Where this fits next

Sync keeps billing and books aligned after invoices are pushed across, and it depends on payments being recorded correctly in the accounting system. See Create and send an invoice for getting an invoice to Sent, Payments and status for how a pulled-back payment updates status, Set tax codes on invoice lines and Point invoice lines at a sales account for what actually posts on each line, and Security and API keys for how the connection itself is secured.