Syncing Invoices to Novi & QBO

How to Manually Sync Expo Genie Invoices to QuickBooks and Novi

1. Confirm you’re ready to test the integration 0:01

• This step is for users who have finished the onboarding series and want to verify the integration is working.

• The goal is to confirm invoices can move correctly between Expo Genie, QuickBooks, and Novi.

• Reminder: the integration is manual by design, so you must push invoices over yourself.

2. Understand why the sync is manual 0:12

• Manual sync gives you flexibility to edit invoices in Expo Genie first if needed.

• This helps ensure QuickBooks and Novi remain the single source of truth before anything is sent.

• Only sync once the invoice data is correct and ready to be reflected in the accounting systems.

3. Open the Invoice Report in Expo Genie 0:39

• Go to Reports.

• Open Invoice Report.

• Find the invoice or invoices you want to send to QuickBooks and Novi.

4. Select one or more invoices to send 0:50

• Choose a single test invoice if you are onboarding or validating the setup.

• You can also select multiple invoices for a bulk sync.

• This works well for sending a batch after making updates.

5. Use the bulk action to send invoices to QuickBooks and Novi 0:57

• Click Bulk Action.

• Select Send to QuickBooks and Novi.

• This triggers the manual sync from Expo Genie into the connected systems.

6. Verify the invoice appears in Novi after a few minutes 1:03

• After the sync, wait a few minutes and check your Novi account.

• You should see: 

  • the registration

  • the ticket(s) purchased on the invoice

  • the invoice itself

  • the payment, if one was included

• This confirms the data made it through the integration.

7. Don’t worry if payment status is blank at first 1:26

• The integration sends data to QuickBooks first.

• Novi may initially show the payment status as blank.

• This is normal and usually just means QuickBooks is still syncing back to Novi.

• After some time, the full registration, ticket, and payment details should appear.

8. Check the Last Sync column to confirm what has been sent 2:03

• In the invoice list, look for the Last Sync with QuickBooks column.

• You may need to move this column into view if it is not already visible.

• What it means: 

  • Blank = the invoice has never been synced

  • Timestamp present = the invoice has already been sent

• If an invoice is blank, that explains why it does not yet appear in Novi or QuickBooks.

9. Resend invoices safely if changes were made 2:38

• Because the sync is manual, you can resend invoices without worrying about breaking anything.

• If an invoice was already sent and you make changes, sending it again will update the QuickBooks invoice.

• If nothing changed, the system will simply do nothing.

• This makes it safe to: 

  • correct invoices

  • resend individual records

  • send a batch again after adjustments

10. Review the Integration Report for history and errors 3:03

• Use the Integration Report to see a history of what was sent.

• This report also shows any issues or failures.

• Status indicators may include: 

  • green for successful steps

  • gray for skipped steps, such as when no payment exists

  • failures with a plain-language error message

• If something did not appear in Novi or QuickBooks, check this log first.

11. Use the log to troubleshoot or contact support 3:20

• If the integration log shows an error, read the message to understand what happened.

• You can: 

  • fix the issue yourself and resend

  • share the error with support for help

• This is the best place to diagnose missing or failed syncs.

12. Remember the key takeaway 3:54

• The Expo Genie to QuickBooks/Novi sync is manual.

• You can send invoices: 

  • one at a time

  • in bulk

  • repeatedly after edits

• The process is designed to give you control before data is finalized in QuickBooks and Novi.

Link to Loom

https://loom.com/share/890fba3e2fd74badb717d67eed60eab4