1. From Luminous to QuickBooks (Pushing Data)
✅ When an Invoice is Created in Luminous
What Happens: Finalized invoices in Luminous are sent to QuickBooks with full invoice details.
When: Sync happens automatically right after saving the invoice in Luminous.
✏️ When an Invoice is Updated in Luminous
What Happens: Updates such as changes in quantity, amount, or invoice status (e.g., Active, Completed, or Void) are pushed to QuickBooks.
When: Shortly after saving changes, provided QuickBooks sync is active in your System Settings > QuickBooks Settings.
💳 When a Payment is Recorded in Luminous
What Happens: Payments added to a Luminous invoice are pushed to the matching invoice in QuickBooks.
When: Usually during the invoice sync process, right after the invoice is created or updated in QuickBooks.
2. From QuickBooks to Luminous (Pulling Data)
💵 Fetching Recent Payments
What Happens: Luminous regularly checks for new payments made in QuickBooks on invoices that originated in Luminous. These are pulled in and used to update invoice records.
When: Automatically runs every 20 minutes to an hour.
⏱ Refreshing Invoice Payment Status
What Happens: Luminous performs an hourly check on recently updated invoices and re-verifies their payment status using QuickBooks data.
When: Hourly, for recently modified invoices.
💡 Viewing & Managing Invoice Payments
🔘 To Add or View a Payment in Luminous:
Go to your Invoices page in Luminous.
On the far right side of any invoice row, click the three dots menu (⋮).
Select Add/View Payment.
Any payment added here will be synced to QuickBooks.
📊 To Check Payment Status:
Look for the “Payment Status” column in your invoice list. This shows whether the invoice is Unpaid, Partially Paid, or Fully Paid.
If this column isn’t visible, click the “Columns” dropdown in the top-right of your table and toggle Payment Status on.
🔄 Manually Syncing an Invoice
If you ever need to manually push an invoice sync to QuickBooks:
Locate the invoice on your Invoices page.
Look for the green QuickBooks (QBO) symbol in the “Sync Status” column on the far right.
Click the green QBO icon to trigger a manual sync.
Refresh your Luminous and QuickBooks pages to confirm that the data has synced successfully.
🎯 Key Benefits of Syncing
Accuracy: No double-entry, fewer mistakes.
Efficiency: Saves hours of manual work.
Clarity: See up-to-date balances and statuses across both platforms.
⚙️ Important Setup Note
To enable synchronization:
Navigate to System Settings > QuickBooks Settings in Luminous.
Make sure your QuickBooks account is properly connected and the sync toggle is enabled.
Note: Some syncs run on a scheduled basis and may be affected by system load, but they are designed to run frequently and keep your records current.
🙋 Need Help?
Still have questions? Our support team is happy to help! Reach out anytime via chat or email for more guidance on syncing, invoice management, or payment tracking.