QuickBooks & Xero sync

ac-co.ai syncs both ways with QuickBooks Online and Xero: accounts, customers and suppliers, catalogue items, invoices and bills, and payments. You connect once and run or schedule synchronisation from the Syncs page; the browser never talks to Intuit or Xero directly, and provider credentials never leave the server.

Imported documents follow the same rules as your own

A document that arrives from a provider is not written straight into your books as a finished record. It lands as a draft and is then promoted through exactly the same door a document you created here goes through — the one that allocates the number, freezes the exchange rate for a foreign document, and posts the opening accrual, all in a single step.

The practical effect is that there is no "provider" class of document with weaker rules. An imported invoice cannot end up issued with no number, or issued with no accrual behind it, and once it is issued it is frozen in the same way as any other issued invoice.

Paid means paid in your ledger

Accounts packages report an invoice as paid when their own balance reaches zero. ac-co.ai does not treat that as proof on its own, because "Paid" in your books is a statement about a settlement that exists in your ledger — and a payment may not have arrived in the sync yet, may have failed to match to a counterparty, or may simply be dated later.

So after each sync run, every Paid stamp the sync landed is re-checked against your ledger:

• If your ledger holds the settlement, the invoice stays Paid.
• If it does not, the invoice is put back to Pending, and the sync records a review item noting that the provider claimed the document was paid while no payment could be found.

Nothing is lost and nothing needs undoing by hand: when the matching payment does come through on a later sync, the settlement lands, and the document re-derives itself as Paid. If it never resolves, the review item is the signal that the payment genuinely is not in your books — usually because it has not been imported yet, or because it could not be matched to the right counterparty.

Changes to a document that is already settled

If a provider re-syncs a document that already carries settlement in your ledger, ac-co.ai does not force the change through — editing a settled document would strip one half of an already-posted double entry. The drift the provider wanted to apply is recorded, and the document is left alone. To make the change deliberately, unmatch the payment, edit the document, and re-match it (see Corrections & audit history).

Exchange rates from a provider

A rate that came off a QuickBooks or Xero record is recorded as exactly that — a provider rate — rather than being presented as a rate the two parties agreed between themselves. See Foreign currency for how rates are resolved and where each one came from.