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How Funeral Homes Can Sync Invoices and Payments With QuickBooks

Syncing your case software with QuickBooks is the difference between arranging a case once and entering it twice. Here is how the sync actually works, step by step.

6 min readUpdated June 30, 2024

For owners and bookkeepers who keep QuickBooks but are tired of re-keying into it.

You do not need to give up QuickBooks to stop the double entry. You need the invoice, the payment, and the customer to move from the case into QuickBooks on their own. This guide walks through how that sync works and what to set up so the books match the case from day one.

What usually happens today

The arrangement is built on the case, the statement of goods and services is printed, and then someone opens QuickBooks and re-types the invoice, creates the customer, and later posts the payment by hand. Every case is entered twice, and any mismatch surfaces at month-end as reconciliation work.

Where the workflow breaks

  • A payment is taken but not posted in QuickBooks for days, so balances disagree.
  • A late change to the arrangement updates the case but not the books.
  • A new family is created as a customer twice, in two slightly different ways.
  • The bookkeeper reconciles against a case file that has since moved on.

What a better sync looks like, step by step

  1. Connect QuickBooks once. Link your existing QuickBooks Online or Desktop company during onboarding and keep your chart of accounts.
  2. Invoice from the case. Build the statement of goods and services on the case; it becomes an itemized invoice in QuickBooks.
  3. Sync the customer. The family records as a QuickBooks customer without a separate entry.
  4. Post payments. Card and ACH payments post against the matching invoice so balances agree in both systems.
  5. Reconcile as a check. Because the numbers already match, month-end is a review, not a rebuild.

What to ask software vendors

  1. Do invoices sync as itemized line items?
  2. Do card and ACH payments post automatically against the right invoice?
  3. Does it connect to QuickBooks Online, Desktop, or both?
  4. Can I keep my existing company file and chart of accounts?
  5. What happens when an arrangement changes after the invoice has synced?

How FuneralHQ handles this

FuneralHQ builds the invoice on the case and syncs it, the payment, and the family as a customer to QuickBooks Online or Desktop. You connect your existing company during onboarding, keep your chart of accounts, and stop entering every case twice. See the QuickBooks sync in detail, or how it connects to online payments.

For the bigger picture, read QuickBooks for funeral homes: what should sync automatically, or if you are evaluating tools, the buyer's guide.

Go deeper

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