When your invoices also live in Stripe, QuickBooks or Xero, every change here has to reach those copies — and every payment, refund or edit made there has to come back. Finance → Sync shows that traffic and anything that needs a person to decide.
The Sync page appears in the Finance menu once one of those systems is connected (and stays while anything is still waiting or unresolved). Anyone with Finance access can see it; people who manage Finance can act on it.
The Sync page#
- Health — one card per connected system: last good contact, how soon new payments show up, anything behind, anything waiting.
- Needs a decision — problems AspirePro won't guess about. Each one says what happened, why it matters and what your choices are. Every item can always be closed with a note, even when you fixed it yourself in the other system.
- Waiting to send — instructions queued for a system that can't be reached right now (a cancellation, a payment to record). They're tried again with a growing delay, wait quietly while a system is disconnected, and go the moment it's reconnected. Don't send stops one that hasn't started.
- Recent activity — the latest steps, filterable by system. The log keeps 90 days.
A banner on the invoices list tells you when something is waiting for a decision, and finance managers get a notification.
How soon payments show up#
- Stripe — right away, from Stripe's own notifications (once the webhook signing secret is set on the Stripe page; without it, overnight).
- QuickBooks — right away once QuickBooks' notifications reach AspirePro; otherwise within 15 minutes. The health card says Right away only after a notification has actually been acted on this week.
- Xero — within 15 minutes. Xero doesn't send payment notifications, so AspirePro checks.
AspirePro checks QuickBooks and Xero every 15 minutes only while an invoice there is still unpaid, so a quiet organization costs nothing; with nothing unpaid, changes (a payment edited or deleted there, say) come in overnight. Every check picks up from where the last good one ended, so nothing is missed after an outage.
The nightly overdue check hears about new payments first, and leaves an invoice as it is while its QuickBooks or Xero copy hasn't been heard from for an hour — including while the connection needs reconnecting — so an invoice paid there yesterday isn't called late today. It waits at most three days; the health card shows how many invoices are waiting before overdue.
When a system is unreachable#
Nothing you do in AspirePro waits on Stripe, QuickBooks or Xero being up. The change is made here straight away and the matching instruction waits on the Sync page until the other system can take it. It's never sent to a different account than the one it was meant for.
Cancelling an invoice that has outside copies#
Voiding an invoice cancels it here at once and queues the cancellation for every outside copy. The invoice shows a notice while that happens:
- The work it billed — time, charges and expenses — is held until every outside copy confirms it's cancelled, so it can't be billed again while a copy the client could still pay exists.
- If a copy was already paid in the other system, you're asked on the Sync page whether to keep the invoice (re-open it and apply the payment) or record the money some other way.
- Money that arrives for a cancelled invoice is held too, never quietly applied.
- Release the work now hands the work back early when you've dealt with the other copies yourself. You give a reason, and it's on the audit trail.
One account per system#
Each organization is linked to one Stripe account, one QuickBooks company and one Xero organisation. Every invoice, payment and customer link remembers which account it belongs to.
Connecting a different account on top of linked records is refused, because it would mix two sets of books. To switch, use the linked-account card on that integration's page (Linked account for Stripe, Linked company for QuickBooks, Linked organisation for Xero): disconnect, unlink (the old account's links are set aside, not deleted), then connect the new one. Reconnecting the same account later brings its links back.
Stripe and QuickBooks together#
With both connected, one receipt is one payment and one invoice is one invoice, whichever system reports it first:
- A payment QuickBooks reports for money Stripe collected is matched to Stripe's payment, never recorded twice. If it can't be matched with confidence it waits, and after a week it becomes a question on the Sync page.
- A new QuickBooks invoice with the same number and total as one you already have is linked to it. Anything else that looks like a duplicate goes to review on Finance → Invoices — link, import as new or leave it out — and your choice sticks.
- Under Stripe and QuickBooks together on the Sync page, say who puts Stripe invoices into QuickBooks: you push invoices to QuickBooks from AspirePro, or Stripe's own QuickBooks connector does it. With the connector, AspirePro won't push invoices that went through Stripe, so they aren't in QuickBooks twice.
With QuickBooks as the books and Stripe taking cards, AspirePro records each Stripe payment against the QuickBooks invoice for you, and takes refunds back off it — unless Stripe's connector does that. See Pay now.