Overview

This guide explains how to set up revenue accounts and map them to QuickBooks Online (QBO) so invoices sync correctly.

QuickBooks requires each invoice line to use a product or item tied to a General Ledger (GL) account. Luminous uses revenue account mapping to ensure invoices post to the correct account automatically.

Why This Setup Is Important

  • Ensures revenue is recorded in the correct General Ledger account
  • Reduces manual corrections after sync
  • Keeps financial reporting consistent
  • Allows flexible defaults (global, channel, invoice-level)

Step 1: Create Revenue Accounts (Chart of Accounts)

Navigate to:
Go to Manage → Chart of Accounts

Steps:

  1. Click Add Account
  2. Enter an Account Name
  3. Select Type:
    1. From the dropdown select Revenue
  4. Click Create

image.pngimage.png

Step 2: Set a Global Default Revenue Account

Navigate to:
Go to Settings → Invoicing (open Settings from the user menu at the top right)

Steps:

  1. Locate Default Revenue Account
  2. Select a revenue account
    1. Note: Ensure you add account on "Chart of Accounts" first.
  3. Click Save Settings

image.pngimage.png

Note:
Used as a fallback when no other account is set.

Step 3: Configure Revenue by Sales Channel (Optional)

Navigate to:
Go to Manage → Channels

Steps:

  1. Select a sales channel to configure

    1. Click three dots to edit or

    image.png

b. Select and open the Sales channel and click the Edit button

image.png

  1. Enable first(toggle) the Create Invoice Automatically settings to show the Invoice setting

image.png

  1. Scroll to Invoice Settings

Set Default Revenue Account

  • Select a revenue account
  • Overrides global default

image.png

Set Invoice Sync Timing

  • Enable Auto-push Invoices (under Quickbooks Integration)
  • Select timing:
    • When marked active (creation)
    • When marked paid
    • When order is marked shipped

image.png

Step 4: Map Revenue Accounts to QuickBooks Items

Navigate to:
Go to Settings → QuickBooks → Invoice Settings

  1. Click the drop down for Sync Mode and Revenue Account Mappings

    1. Invoice Sync Mode

      Sync Product

      • Sends individual products
      • Best for detailed reporting

      Sync Account

      • Uses revenue account mapping
      • Sends a generic product tied to a General Ledger account
      • SKU details appear in the description field

    2. Select Sync Account in order to configure the Account Mapping Section

  2. Locate Revenue Account - Quickbook Item Mappings section
  3. For each revenue account:
    • Select a Luminous Revenue Account
    • Enter the exact QuickBooks Product/Item name
  4. Save changes

image.png

Important:

  • Names must match exactly
  • Each QBO item must already exist
  • Each item should be tied to a General Ledger account in QuickBooks

How Invoice Sync Works

When invoices sync:

  • The mapped QuickBooks item is used
  • SKU + product name appear in the description
  • Revenue account is applied in this order:
    1. Invoice-level
    2. Channel default
    3. Global default

Tips & Best Practices

  • Create generic QuickBooks products per revenue account
  • Keep naming consistent
  • Use channel defaults to reduce manual work
  • Test with one invoice before enabling auto-sync

FAQs / Troubleshooting

Invoices syncing to the wrong account

  • Check invoice-level selection
  • Verify channel default
  • Confirm global default
  • Review QBO mapping

QuickBooks item not recognized

  • Ensure exact name match
  • Confirm item exists in QuickBooks

Revenue Account dropdown not visible

  • Appears only when multiple revenue accounts exist

Need Help?

If assistance is needed, contact the support team.