Which system syncs my quotes and invoices if I have more than one integration?

One platform syncs them. You pick which one at Settings → Quotes → Accounting sync and Settings → Invoices → Accounting sync — the platforms you don't pick stay connected and keep doing their other jobs, they just don't carry your quotes and invoices.

The one-of-each rule

Sophiie allows one integration per category:

• Accounting: connect Xero or QuickBooks — not both. To change platforms, disconnect one, then connect the other.
• Job management: ServiceM8 is the platform you can connect today. Simpro shows on the hub as coming soon, and Jobber isn't available.

This is enforced by Sophiie itself — the second card in a category won't connect while one is already linked.

Choosing who syncs your quotes and invoices

Even one-per-category can leave you with two systems that both handle quoting and invoicing — say ServiceM8 and Xero. The picker settles it:

1. Go to Settings → Quotes → Accounting sync, and its twin at Settings → Invoices → Accounting sync.
2. The Who syncs your quotes? card lists your connected platforms — pick the one that should own them. As the card itself puts it, Sophiie syncs your quotes with one platform; the others stay connected and keep their other jobs.
3. Quotes and invoices are chosen separately, so set both pages.

If the page warns you that quotes are syncing with two platforms and asks you to pick the one that should have them, that's an account that's never made the choice — picking a platform settles it.

Send and Bring switches — accounting platforms only

When the platform you pick is Xero or QuickBooks, a direction card appears under the picker with two switches: Send quotes to Xero and Bring quotes from Xero (or QuickBooks). Turn on one, the other, or both.

If you pick ServiceM8, there's no switch pair here — a job-management platform's direction is set in its own Manage drawer at Settings → Integrations, as the four-way Sync direction choice: Two-way sync, Sophiie to ServiceM8, ServiceM8 to Sophiie, or Don't sync.

Sync Now runs for one integration and one record type at a time — in the accounting platform's Manage drawer, quotes and invoices each have their own Sync now button, so use each one you want refreshed.

One customer record, however many systems

Sophiie keeps one customer record per person, even when the same person exists in more than one system. Incoming customers are matched on phone number and email address — if either matches a customer you already have, the record links to them; if neither matches, a new customer is created. Sophiie doesn't match on the name alone. If the same person exists under different details in each system and can't be matched, you can end up with duplicates in Sophiie.

Sophiie does warn you about likely duplicates: when you add or edit a customer, it checks the phone number and email address against your existing customers and tells you if the record looks like one you already have. There's no merge button, though, so clearing up a duplicate that's already there is a manual job — move any details you need onto the record you're keeping, then delete the other one.

Adding or removing an integration

Connecting a new platform and making it the one that syncs: new and in-progress invoices and quotes flow across — but don't expect your full history to appear. Invoices that are fully paid in Sophiie are held back, and so are invoices and quotes you've already cancelled. An invoice that's only part paid still has an unpaid balance, so it does flow across with the rest.

Disconnecting a platform doesn't touch the others: records already synced to the disconnected system stay there but stop updating, and if you reconnect later, sync resumes from that point — changes made in the meantime are picked up on the next sync.

Payments

While Xero or QuickBooks is connected, the Record payment option in Sophiie is hidden — record payments in your accounting platform instead. If you only have a job-management system connected, you still record payments in Sophiie.

One thing to watch if you've never picked a platform at Settings → Invoices → Accounting sync: until you pick one, a payment recorded against an invoice is passed on to every job-management platform that invoice is linked to, not only the one the payment came from. So a payment arriving from one system can be written into another. Picking a platform settles it — from then on, only the platform you picked is sent the payment.

Common Questions

Can I connect Xero and QuickBooks at the same time?

No — one accounting platform at a time. Disconnect the one you're leaving, then connect the other. Previously synced records stay put but stop receiving updates.

I created an invoice in ServiceM8 — why isn't it in Xero?

Because only one platform syncs your invoices — Sophiie doesn't pass records from one platform to another. Check which platform is picked at Settings → Invoices → Accounting sync: if it's Xero, invoices created in ServiceM8 stay in ServiceM8.

Why didn't my paid and cancelled invoices show up in the newly connected system?

They're held back on purpose. Paid and partially paid invoices aren't pushed to a new integration, and neither is anything already cancelled — only ongoing and new records flow across.

What if a sync fails?

Failed records retry automatically on the next sync, and Sync now in that platform's Manage drawer forces a retry straight away — remember quotes and invoices have separate buttons. Sync now is hidden while the connection is paused, needs reconnecting, or isn't finished setting up.

Need More Help?

If your systems have drifted out of sync and you can't see why, ask Sophiie Assistant in your dashboard first — she can guide you or make the change for you. Still stuck? Email support@sophiie.ai or call +61 7 5620 4640.