Invoices
The statement of goods and services from the case becomes an invoice in QuickBooks.
QuickBooks for funeral homes
FuneralHQ syncs with QuickBooks Online and QuickBooks Desktop, so invoices, payments, and customer records stay current between your case file and your books without retyping.
Who it is for
- Firms that key every invoice into QuickBooks twice
- Bookkeepers reconciling the case file against the ledger
- Owners who already run QuickBooks Online and want to keep it
- Firms on QuickBooks Desktop that want to stay on it
What it replaces
- Re-entering each invoice from the case into QuickBooks
- Manually creating a customer for every new family
- Posting payments by hand in two systems
- Month-end cleanup from mismatched entries
How the QuickBooks sync works
The default workflow creates one invoice per case from its contract, applies payments to that invoice, and reads payments entered in QuickBooks back to the case. Confirm the setup for your QuickBooks edition during onboarding.
- 01
Connect your QuickBooks
Link FuneralHQ to QuickBooks Online or QuickBooks Desktop during setup, with help from onboarding.
- 02
Invoice from the case
Build the statement of goods and services on the case, and the invoice is ready to send to QuickBooks.
- 03
Sync invoices and customers
The invoice and the family as a customer move into QuickBooks so you never create them twice.
- 04
Sync payments
Card and ACH payments post to QuickBooks against the right invoice, so balances agree across systems.
- 05
Reconcile the records
Match the case, invoice and payment references, then compare balances at the same checked time. Reconcile processor fees and bank deposits separately.
What syncs
Payments
Card and ACH payments post to QuickBooks against the matching invoice.
Customer records
Each family records as a customer in QuickBooks without separate data entry.
QuickBooks Online
Connect to QuickBooks Online and keep your existing cloud accounting setup.
QuickBooks Desktop
Connect to QuickBooks Desktop and keep the accounting setup your firm already runs.
Bookkeeper review
Check invoice and payment references, outstanding balances and exceptions. A paid invoice does not establish that a processor settlement has reached the bank.
A sample case, from first call to the books
Every stage of a case is worked on one record, so nothing is typed twice between the person who takes the call and the person who closes the books.
6 steps 1 record
Every stage of a case in one file, so nothing falls between systems.
- First callThe caller, the decedent, and the next step, captured once.
- Arrangement fileServices, merchandise, and the statement, built on the case.
- DocumentsPackets generated from the case, signed remotely, and filed back on it.
- Family pageA secure page for status, forms, signatures, and payment.
- PaymentCard and ACH against a live case balance.
- The booksPosted to QuickBooks or the built-in ledger as payments clear.
Further reading
- QuickBooks sync workflow and boundariesFollow one case through the default invoice and payment flow, including what to verify separately.
- Download the reconciliation worksheetRecord case and QuickBooks references, balances, checked time and an owner for each exception.
- QuickBooks for funeral homesWhat should sync automatically from case software, and what to keep manual.
- Cemetery software and QuickBooksWhich cemetery systems connect to QuickBooks, by edition and sync direction.
- QuickBooks Online vs QuickBooks DesktopWhat each edition means for syncing with case software.
- Syncing invoices and payments with QuickBooksHow the case reaches the books without double entry.
Common questions
Does this work with QuickBooks Desktop?
Yes. FuneralHQ syncs with QuickBooks Online and QuickBooks Desktop. On a demo we walk through the sync for the version your firm runs.
What exactly syncs?
The default workflow creates one invoice per case from its contract, applies payments to it, and reads payments entered in QuickBooks back to the case. Customer records also sync. Do not assume every invoice edit, credit, refund or accounting adjustment moves both ways; verify each transaction your firm needs.
Will I still need to enter anything twice?
The standard case invoice, payment and customer workflow removes separate re-keying of those records. Your bookkeeper still reviews exceptions, accounting adjustments and bank reconciliation.
What should our bookkeeper test in the demo?
Use a sample case with a $7,500 contract, a $2,000 payment and a $5,500 remaining balance. Compare the case and QuickBooks invoice and payment references at the same time. Then test a payment entered in QuickBooks, a corrected transaction and an interrupted connection. Record the expected result, actual result and exception owner. These are illustrative test amounts, not a customer result.
Does a synced payment mean the bank deposit is reconciled?
No. Invoice balance, payment status and bank settlement are separate checks. Your bookkeeper should match processor fees, refunds and deposits to the bank activity as well as comparing the case balance with QuickBooks.
Can I keep my current chart of accounts?
Yes. We connect to your existing QuickBooks company during onboarding so you keep your setup.
See the QuickBooks sync on a real case
Bring your bookkeeper and the QuickBooks edition you use. In 20 minutes, follow a sample case through its invoice, payment and remaining balance, then review your reconciliation questions.