Labor, parts and expenses are on the work order before anyone opens a billing screen. ManageSync turns them into an invoice, freezes the numbers, and hands the document to QuickBooks Online or PDI. Your accounting system stays the system of payment.
INV-2291
Apex Petroleum Services → Madison Rd #4118
Work order
WOID-4471
Terms
Net 30
Issued
15 Jul 2026
Due
14 Aug 2026
Line items
Amount
3.5 hr @ $135.00
Qty 2 · price book snapshot · frozen 14 Jul
Qty 1 · entered by tech
Qty 1 · receipt attached
The invoice number comes from the database, not from a spreadsheet someone keeps on a laptop. Terms are stated in net days — 30 by default, 0 for due on receipt — and the due date derives itself. Payment instructions, tax rate and an invoice-wide markup carry across from your settings.
Most field service software makes you rebuild the job in a billing screen. ManageSync does not. The work order already knows the hours, the parts and the expenses — the invoice is a view of that, frozen at a moment in time.
Labor entries, parts used and expenses are already on the job — the technician put them there in the field. If a completed job sits unclosed, a close-reminder email goes out.
A dedicated home surface for the Accounting role, listing every work order ready to bill. If it goes unbilled, an invoice-needed nudge email follows.
The database assigns the number — INV-#### — and consolidates every invoice raised against that work order into one payable. The service window and technician roster are snapshotted onto it.
Pushed to QuickBooks Online as an invoice, posted to the location as an AP bill, or written out as a PDI CSV or EDI 810 file. Failures retry, up to five attempts.
Raise your labor rate on Monday and last quarter’s invoices still read what you actually charged. Catalog lines are snapshots, not live lookups. This is an audit story, and it is the reason the numbers hold up.
When a Price Book part is added to an invoice, its description, cost and price are copied onto the line and never read live again. Editing the price book afterwards is a decision about future work, not a rewrite of past work.
VR 848 filter kit
Price book · today
VR 848 filter kit
INV-2291 · frozen 14 Jul
Same part. Two truths, both correct, neither overwriting the other.
Each one behaves differently, because on a real job they do.
Labor
Hours against a rate, sourced from technician time entries.
Catalog part
A frozen Price Book snapshot — description, cost and price copied at add.
Generic part
Anything not in the book. Typed once, on the line.
Expense
Trip charges, permits, disposal, rentals — with the receipt attached.
Every invoice carries the service window and the technician roster for the visit. Both are snapshotted when the invoice is created and frozen the moment it is issued.
Reassign the crew next month. The document does not move.
Set once at the organization level, overridable per invoice. Nothing here is a free-text field you have to remember to fill in.
Payment instructions ride along on the printed document, so the remittance detail is on the page the customer opens.
ManageSync is not trying to replace your accounting system. It is trying to stop you typing the same invoice into two of them. Authorize QuickBooks Online through OAuth and the invoices, the bills, the customers and the job costs travel across on their own.
Payment status comes back to you
An inbound webhook flips a ManageSync invoice to paid the moment the payment is recorded in QuickBooks. Neither system waits on a person to remember.
To be exact about it: there is no card checkout on a ManageSync invoice and no in-app “mark as paid” button. We produce the document and keep it in step with your books. Your books stay the system of payment.
OAuth connect
Authorize from settings. No keys pasted into a text box, no shared password.
AES-256-GCM tokens at rest
Access and refresh tokens are encrypted in the database, with key rotation supported.
Invoice push and bill push
Contractor invoices go out as QuickBooks invoices. The location side posts as an AP bill.
Contact and customer mapping
Map a ManageSync location to the right QuickBooks customer once. It stays mapped.
Bid, order and cost sync
Awarded bids, material and labor orders and job costs carry across, not just the final bill.
Void and delete propagation
Void an invoice in ManageSync and the voided or deleted state is carried into QuickBooks.
If your accounting runs on PDI, invoices leave ManageSync as files rather than API calls — and you decide how much detail crosses over and which side of the job books it.
A PDI-formatted CSV for import, and a proper EDI 810 invoice transaction set for systems that expect one. Both are generated from the same frozen invoice record, so they agree with each other and with the printed document.
INV-2291.csv
PDI CSV
INV-2291.edi
EDI 810
Send every line, or send one summary line. Accounting teams who cost by GL account want the detail. Teams who reconcile by invoice total do not.
The site owner chooses what a contractor invoice becomes on their side: a real accounts-payable bill, or a reference document attached to the work order.
A marketplace work order has two organizations attached to it, each with their own accounting connection. Granularity and location mode exist so the contractor’s receivable and the site owner’s payable are the same event described from two sides — not two separate amounts drifting apart in two ledgers.
Accounting staff do not need a dispatch board. They get their own landing surface and their own navigation, and the routes they can reach are enforced on the server by a default-deny allowlist — not by hiding a menu item in the browser.
Financial records are append-only in spirit and, where it matters, in practice. Nothing quietly disappears and nothing silently rewrites itself.
There is no hard delete on an invoice. A mistake becomes a void: the number, the lines and the history remain, marked. Your sequence has no unexplained gaps, and the void carries through to QuickBooks so both ledgers tell the same story.
Five states. The last one is a destination, not a deletion.
Every push runs through a retry state machine with a hard ceiling of five attempts. If your accounting system is down, or a token expired overnight, you keep invoicing. The queue catches up when it comes back.
QuickBooks OAuth tokens are stored under AES-256-GCM with key rotation supported, so rotating a key does not mean asking every customer to reconnect.
Location-side users open and print the invoices tied to each of their work orders, from inside the job they already have on screen. No emailed PDF chain, no “can you resend that one from March”, no version anybody has to reconcile.
No — and that is deliberate. ManageSync produces the invoice and syncs it to your accounting system; your accounting system remains the system of payment. There is no card checkout on an invoice and no in-app “mark as paid” button. When the payment is recorded in QuickBooks Online, an inbound webhook flips the ManageSync invoice to paid. Stripe is used only for ManageSync subscriptions and marketplace platform fees, never for paying a contractor invoice.
Nothing about invoicing stops. Sync runs beside the workflow, not inside it — you can still draft, issue, void and print. Failed pushes enter a retry state machine and are attempted up to five times, and the failure is visible rather than silent. Reconnect and the queue drains.
Yes. Raise as many invoices against a work order as the job needs — progress billing, a supplemental after a change order, a separate materials bill. When the work order closes, a consolidated master invoice is minted that rolls them together, and the master is the payable.
Yes. Invoices export as PDI-formatted CSV and as EDI 810 invoice files. You also choose sync granularity — itemized line by line, or consolidated to a single summary line — and whether the location side posts as an AP bill or attaches the invoice as a reference document, so the same work order is never counted twice.
No. Catalog line items are frozen Price Book snapshots, never re-read live, and the service record — service window and technician roster — is snapshotted at creation and frozen on issue. Reopening the work order does not rewrite history. New work produces new lines or a new invoice; the issued document stays exactly as it was sent.
No invoice is ever hard-deleted. Void replaces delete. The record, its number and its line items stay in the ledger with a void status, and the void carries through to QuickBooks. Your numbering never has gaps you cannot explain to an auditor.
One real work order becomes a master invoice, a QuickBooks sandbox push and a PDI export while you watch. Not a slide, not a sample company.