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Automatic invoice import

If you integrate Rotessa with QuickBooks Online or Xero, there are two automatic integration tools Rotessa has to make your integration more seamless:

  • Automatic invoice import - with this tool enabled on your connected customer in Rotessa, invoices created in QuickBooks Online or Xero will automatically import into Rotessa for processing.

After your customer is connected and you have sent and received their authorization request, or input their bank information and authorization type, you are now ready to enable automatic invoice import.

  • Automatic customer update - with this tool enabled on your connected customer in Rotessa, the customer's name, address, phone number, and email address from QuickBooks Online or Xero will automatically update the customer in Rotessa.

What automatic invoice import does

With automatic invoice import enabled on a customer in Rotessa, all invoices with a due date on or after the present day, created for that customer in QuickBooks Online or Xero will be automatically imported into Rotessa for processing.

When automatic invoice import is enabled, any updates to the invoice total or the due date in QuickBooks Online or Xero will also update the invoice in Rotessa. Or if you deleted the invoice in QuickBooks Online or voided the invoice in Xero, it will delete the invoice in Rotessa as well.

Enabling automatic invoice import

  1. Start on the customers page in your Rotessa account.

  2. Find the customer for whom you wish to enable automatic invoice import. Select the ellipses (three dots) and then select enable automatic invoice import.

    Now you will see the integration icon show as an automatic invoice import icon.


Disabling Automatic invoice import

  1. Start on the customers page in your Rotessa account.

  2. Find the customer for whom you wish to disable automatic invoice import. Select the ellipses (three dots) and then select disable automatic invoice import.

Now you will no longer see automatic invoice import besides the integration icon.


Automatic invoice import scheduling

Rotessa will automatically import invoices from QuickBooks Online or Xero twice per hour, on the 15 and 45 of that hour. (For example, 10:15 am and 10:45 am)

To manually override the automatic invoice import schedule, and see the scheduled payments, select new from the customers page in your Rotessa account. Select new transaction and then choose integration.


Troubleshooting automatic invoice import

If invoices do not automatically import for connected customers with automatic invoice import enabled, there are a few things to check or troubleshoot to get automatic invoice imports working correctly.