Connect QuickBooks, Xero or Mercury

Your accounting system stays where your company keeps its books. Keelvy sends it each invoice, under your own number, and records the payment in Keelvy when the system shows the invoice paid. You do not type an invoice twice.

Keelvy does not keep your books or file your taxes. It hands the invoice to the system that does.

Connect a company to its accounting system

Each of your companies connects on its own, and a company keeps one set of books. If it already has an active accounting connection, switch that one off first.

Open Settings → Integrations and find the Accounting group.
Click Connect on QuickBooks, Xero or Mercury.
Choose the Company whose books this is. Only that company’s invoices are sent.
Fill in the credentials (below), save, and press Test.

QuickBooks Online

For a US company that keeps its books in dollars. The test refuses a company that is not set up for the US or whose home currency is not USD.

Company ID: in QuickBooks under Settings → Account and settings → Billing & subscription.
Client ID, Client secret and Refresh token: from the Intuit app authorized for this company. Intuit replaces the refresh token from time to time, and Keelvy keeps the newest one.
Product or service lines go under: the QuickBooks item every invoice line is sent under, with Keelvy’s own description. It must be a Service or Non-inventory item, because Keelvy keeps the stock. If you leave it empty, Sales is used.
Company kind: Production for a real company, Sandbox for an Intuit developer sandbox.

Xero

Tenant ID, Client ID, Client secret and Refresh token: from the Xero app connected to the organization, with the accounting scopes and offline access.
Sales account code: the revenue account every invoice line is booked to, as Xero shows it in the chart of accounts. It must be active.
Sales tax account code: for US organizations only, the liability account that sales tax is booked to. Without it, a taxed invoice is not sent.

Xero takes any currency. The organization converts at its own day rate, and a currency it has not enabled is refused.

Mercury

Mercury is a US bank with accounting built in (Mercury Books).

API token: create it in Mercury → Settings → Tokens. A token that creates invoices must allow Keelvy’s outbound IP address, or Mercury refuses the write.
Account payments land in: the last four digits of the Mercury checking or savings account. Leave it empty when the organization has only one.
Mercury emails the invoice to the buyer: No by default, so a buyer Keelvy already sent the invoice to is not emailed twice.

Mercury takes dollars only. It also cannot carry tax, so a taxed invoice is refused rather than sent without its tax. Mercury cancels unpaid invoices only.

What is sent, and when

When you issue an invoice, it goes across. Only the paper that bills the customer is sent: for a US company, the commercial invoice. Not delivery notes, not packing lists.
Lines go net of tax, with the tax Keelvy recorded on top. An invoice priced tax-inclusive is refused, never re-priced.
The invoice needs a customer with an email address.
When you cancel the invoice in Keelvy, it is canceled there too.
Every hour, Keelvy reads back the status of each open invoice. When the system shows it paid, Keelvy records the payment against the document, once.

When something does not go

If an invoice cannot be sent, or a payment cannot be recorded, an item appears in your actions queue, Invoice refused by the accounting system, with the reason. Typical reasons: no customer or no customer email, a currency the system does not take, a total that does not match its lines, a tax the system cannot carry, or the system itself refusing. The notification settings let you choose who is told.