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, as drafts

Sync works on any non-void invoice. Xero, QuickBooks, and MYOB all support pushing a draft, so an invoice can cross over before it's approved, then update in your books as you keep editing it in Monument, but it lands there as a draft too, not an authorised document.

Connect your accounting system

1. 1

   Open Settings and go to the Invoices & accounting tab.

2. 2

   Find Accounting. If you have several offices, choose the office tab first. With one office there are no office tabs. Click Connect to open the setup window.

3. 3

   Choose Xero, QuickBooks, or MYOB for the selected office.

4. 4

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

Connect opens the provider's sign-in screen. Monument does not store the password you use for that sign-in. MYOB may also require company-file credentials after sign-in. If you enter and save those credentials in Monument, Monument stores them for access to that company file. You can clear them from the integration detail. You can revoke the provider connection from the provider's side. See Security and API keys for how Monument handles that access more broadly.

The Accounting card shows the connection status and its Tax codes and Sales accounts lists. Click Add tax codes or Add sales accounts, choose the provider codes you use, then click Import selected. Connecting alone does not import every code. Use Make default on a code row to set its default. Monument offers to apply the change to affected draft invoices; Skip keeps existing lines unchanged. Issued invoices are not changed by these prompts.

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, whether draft, approved, or issued, whichever are Not Synced or Modified, so you're never re-pushing something already up to date.

Payments pull back the same way, for committed invoices

When a client pays and that payment is recorded in your accounting system, pull it into Monument instead of entering it twice. Open an approved or issued invoice, go to its payment history, and choose Sync from Xero; a draft invoice has nothing to pull payments against yet. The payment arrives tagged with its source, and Monument recalculates the payment state, unpaid, partial, paid, or overpaid, purely from the money on record, exactly as it would if you'd recorded the payment by hand. Lifecycle and email delivery are untouched either way.

Troubleshooting

• An invoice won't sync. Confirm the accounting connection under Invoices & accounting 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. Choose the office tab in Accounting and click Disconnect when its connection is no longer needed. Click Connect to choose the replacement system.

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.