Overview
Luminous can automatically push accounts-payable transactions to QuickBooks Online (QBO) whenever you record, apply, or reverse a payment against a vendor bill. This keeps your QBO AP balance aligned with Luminous without manual re-entry.
This feature must be enabled for your account. Contact Luminous Support to turn it on. Your QuickBooks connection must also be active in Settings → QuickBooks.
What syncs — and when
| Action in Luminous | What Luminous sends to QBO |
|---|---|
| Record a bill payment | A BillPayment linked to the matching QBO bill |
| Void a bill payment | A void of that BillPayment in QBO |
| Apply a vendor prepayment to a bill | A BillPayment against the bill (see Prepayment options below) |
| Reverse a prepayment application | A void of the corresponding QBO entry |
| Apply a vendor credit to a bill | A BillPayment against the bill |
| Reverse a vendor credit application | A void of that BillPayment |
| Create a new prepayment | A Purchase entity in QBO representing the advance payment |
| Void a prepayment | A void of that QBO Purchase |
Sync is automatic — no manual push required. The bill must already be synced to QBO; payments against bills that have never been pushed are not sent.
Prepayment accounting options
Depending on how your account is configured, applying a prepayment to a bill uses one of two approaches:
- Option A (default): The application syncs as a standard BillPayment linked to the bill.
- Option B: The application syncs as a Vendor Credit (moving the balance from your prepaid-asset account into Accounts Payable) plus a zero-value BillPayment that ties the credit to the bill. This matches a prepaid-asset accounting treatment in QBO.
Contact Luminous Support if you want to switch between options.
Payment-method account mapping (optional)
If different payment methods — for example, wire transfer versus credit card — should post prepayments to different accounts in your QBO chart of accounts, contact Luminous Support to configure payment-method account mapping.
Checking sync status
QuickBooks sync status is tracked at the bill level, not per individual payment — the Payments list on a bill only shows a "Voided" indicator for voided payments, nothing else.
To check a bill's QuickBooks sync status:
- On the bill detail page, look at the status badge next to the bill number:
Synced, Pending resync, Failed, or Not synced.
- The bill's info panel also shows a "QuickBooks Status" row with: Synced, Ready to post, Pending, Failed, or Not posted.
What each status means:
- Synced — the bill (and its booked payments) reached QBO successfully.
- Ready to post / Pending — queued, waiting to sync.
- Pending resync — was synced, but the bill changed since and needs to sync again.
- Failed / Not synced / Not posted — hasn't successfully reached QBO yet. Luminous will retry automatically for Failed; if it stays that way, contact Luminous Support.
What to do if a sync fails
- Confirm your QuickBooks connection is still active (Settings → QuickBooks).
- Verify the bill itself has synced to QBO (look for a QBO indicator on the bill row).
- If the payment status stays Failed after a few minutes, contact Luminous Support — a recovery tool can identify and re-queue any failed or stuck syncs without data loss.