QuickBooks Integration · updated 2026-08-22

Data mapping reference: exactly how each entity lands in QuickBooks

The complete, field-by-field reference of what Dumpster Controls writes to QuickBooks Online. Written for accountants and owners who want zero surprises in their books.

1. 1

   Customers -> QuickBooks Customer

   Display name comes from the company name when present, otherwise first and last name. Given name, family name, company name, email, phone and billing address (street, city, state) are carried over. Duplicate protection runs BEFORE any create: the integration first searches your QuickBooks for a customer with the same email and links to it; if only the display name matches but the email differs, it treats them as different people and creates the new customer with a unique suffix like (DC-1a2b3c) instead of merging strangers. Once linked, edits in Dumpster Controls update the same QuickBooks customer via sparse update, preserving fields the integration does not manage.

2. 2

   Invoices -> QuickBooks Invoice

   Document number is DC- plus your Dumpster Controls invoice number (max 21 characters, per QuickBooks limits), so everything synced is recognizable at a glance. Transaction date is the invoice creation date; due date carries over when set. Lines map one-to-one from your invoice line items (description, quantity, unit price, amount). Fuel surcharge and card processing fee become their own labeled lines when present. Discounts become a negative Discount line. Sales tax you charged becomes an explicit Sales tax line (see the FAQ for why). All lines book under the service item Dumpster Controls Services with tax code NON.

3. 3

   The mirror guarantee

   After building the lines, the integration sums them and compares against the Dumpster Controls invoice total. If they differ by even one cent (possible when a workflow updates totals without touching line items), the sync falls back to a single line carrying the exact total. The rule is absolute: the QuickBooks total always equals what your customer saw. A mismatch is never silently shipped.

4. 4

   Payments -> QuickBooks Payment

   Amount, transaction date (payment date), and a reference number (yours if present, otherwise a DC- id). When the payment belongs to a synced invoice, the QuickBooks payment is linked to that invoice so it shows as paid. Payments without an invoice are recorded as customer payments. The method (card, check, cash, ACH and so on) travels in the private note. Payments marked excluded from finance in Dumpster Controls are never sent.

5. 5

   Refunds -> QuickBooks Credit Memo

   Every refund becomes a credit memo for the refunded amount with a note pointing to the Dumpster Controls record. When a refund is partial or net of fees, the credit memo carries the actual refunded amount, not the original charge. The money itself already moved through your processor; the credit memo is the ledger record your accountant applies. Version 2 will offer refund receipts with bank account mapping for teams that prefer that treatment.

6. 6

   Expenses -> QuickBooks Purchase

   Company expenses and per-order costs (dump fees, labor) become Purchases: recorded against the auto-created Dumpster Controls Clearing bank account (your real bank registers are never touched), categorized under the auto-created Dumpster Controls Expenses account, with the vendor resolved or created by name and the order number in the description when the cost belongs to an order. Amount and date mirror Dumpster Controls exactly, and corrections made in Dumpster Controls update the Purchase; deletions after export raise a sync log alert instead of silently touching your ledger.

7. 7

   What is intentionally NOT synced

   Voided invoices and deleted invoices are not exported. Super invoices (grouping invoices) are skipped because their children already export, so nothing double-counts. Charges billed to customers recorded alongside order costs are excluded from the expense export (they flow on the revenue side). Historical data from before you connected stays untouched. Stripe deposit reconciliation is planned for a future version.