What goes to QuickBooks

Which jobs go to QuickBooks, how customers, invoices, and payments look there, when they go, and what stays in Barton Forge.

Barton Forge is where you make changes. QuickBooks gets a copy for your books. Here's exactly what goes over.

#Which jobs go

A job goes to QuickBooks once it has a price and is done or paid. That's the same time it shows up on Unpaid or gets a payment. See Price, Unpaid, and Paid.

A job with no price, or a canceled job, doesn't go.

#Customers

• If QuickBooks already has a customer with the same name, Barton Forge uses that one. It doesn't make a second.
• If two of your Barton Forge customers have the same name, the second one goes over with their phone number after it, like Lee Smith (512-555-0100).
• A colon or line break in a name turns into a space, because QuickBooks won't take them.
• The customer goes over the first time one of their jobs does. Changing the customer in Barton Forge later doesn't change them in QuickBooks. Fix it in QuickBooks if you need to.

#Invoices

• One invoice per job, numbered like the job: J-12. The invoice's private note says From Barton Forge job J-12.
• A job with a price per visit gets one line per visit that has a price, with the visit's date, like Weekly mow - visit 2026-10-08. See Repeat visits.
• Any other job gets one line for its price, named with the job title.
• Every line uses the Services item and no sales tax.
• Change the price, or log another priced visit, and the same invoice is updated. It doesn't make a new one.
• The Invoice button on a job makes its own PDF on your phone, with the same number. That PDF isn't sent to QuickBooks, and Barton Forge never asks QuickBooks to email your customer. See Send an invoice.

#Payments

• Each payment you record goes over as its own QuickBooks payment, dated the day you got it. A deposit and the rest of the price are two payments.
• It's put toward that job's invoice. If a payment is more than what's left on the invoice, the extra stays in QuickBooks as the customer's credit.
• Payments go over with no payment method (cash, Venmo, card). They land in Payments to deposit in QuickBooks. Record the bank deposit in QuickBooks like you normally would.
• Took a payment back with Undo last payment? Barton Forge deletes that payment in QuickBooks on the next send, so the invoice shows owed again.

#When it goes

• Right away, on its own, after you or a helper changes a job's price, logs a visit, or records a payment.
• When you tap Send to QuickBooks. This also sends anything that didn't go the first time.

#What stays in Barton Forge

These don't go to QuickBooks:

• Quotes
• Receipts, parts, and inventory
• Photos and the job checklist
• Notes
• Customer changes after their first send
• Canceled jobs

Removing or canceling something in Barton Forge doesn't delete it in QuickBooks. Delete it in QuickBooks yourself if you need to.