FinanceLink connects AlayaCare to your accounting platform and keeps your books in sync. Journal entries, invoices, claims, payments, credit memos, and write-offs flow automatically, mapped to the right GL accounts, customers, and cost centers. Less manual entry. Cleaner month-end reporting. Accounting data where your team needs it.
Built specifically for home care agencies with the messy realities of funder billing, branch-level reporting, multiple companies, and service-date detail. Anonymous funder rollups or client-level detail: your call.
Automated Sync
Move AlayaCare accounting data into QuickBooks through scheduled imports.
Less Manual Entry
Reduce hand-keyed journal entries between AlayaCare and accounting.
QuickBooks Online Ready
Production QBO connector ships today; other platforms built to order.
Duplicate Safeguards
Help prevent duplicate postings when records are synced again.
Automatic Retries
Automatic retries help recover failed syncs.
Smart Account Mapping
Match GL accounts, cost centers, bill codes, and customers automatically.
Transaction Audit Trail
Review transaction history to trace sync results and investigate errors.
Invoice Detail Choices
Choose concise service names or detailed service dates, hours, rates, and memos.
Automated Accounting Sync
Invoices, claims, journal entries, and payments flow from AlayaCare to QuickBooks Online automatically. Scheduled updates reduce manual entry and keep your accounting data in sync, with transaction history to review the results.
QuickBooks Online: Ready Today
The QBO connector creates invoices, journal entries, payments, credit memos, customers, accounts, classes, and items. Payments can post to a selected deposit account. Your QuickBooks connection is maintained automatically.
Bring Your Own Accounting Platform
Use FinanceLink with your preferred accounting platform. QuickBooks Online is ready today, and connectors for Xero, Sage Intacct, NetSuite, Microsoft Dynamics, and more are scoped, quoted, and built to order.
Smart Account Mapping
Maps AlayaCare GL accounts to QBO accounts, cost centers to classes, bill codes to products and services, and clients or funders to customers. Mappings refresh automatically. Account overrides link accounts even when their numbers differ, and manual invoice charges use their mapped revenue account.
Accounting Transaction Coverage
FinanceLink syncs invoices and claims alongside accounting transactions, bringing billing detail and journal entries into QuickBooks. Supports sales, payments, voids, write-offs, credit notes, debit notes, and cancelled cash receipts, with funder or client customers and a selected write-off account. Payroll is excluded from the integration.
Automatic Recovery & Duplicate Protection
Duplicate checks help prevent repeat postings, and automatic retries help recover failed syncs. Clear error details help Rubi investigate and resolve records that need attention.
Admin Dashboard & Transaction Viewer
Manage your connection and integration settings, search sync history by transaction ID, and filter successful or failed records. Read clear error messages in the transaction viewer. Rubi can update account mappings and recover invoices or failed records for selected date ranges.
Multiple Companies & Department Routing
Keep multiple QBO company files connected to one AlayaCare environment. Select the branches that sync and route invoices, claims, and related transactions by department. Company-specific customer and funder mappings keep each set of books organized.
Allocated Payments & Invoice Recovery
Allocate payments across the correct invoices or claims and QuickBooks companies. Optional missing-invoice recovery brings in the invoice a payment needs so the payment can sync automatically.
Configurable Invoice Descriptions
Give customers the level of detail they need. Choose concise service names or detailed regular invoice lines with available service dates and times, quantities and units, rates, and AlayaCare memos. Manual charges can use their source memo, and journal lines can include the originating invoice number.
Invoice Rounding Choices
Choose standard rounding or preserve AlayaCare invoice totals in QuickBooks. Configure the choice for each company to suit your billing workflow.
Accounting Dates & Service Detail
Invoices and claims use their AlayaCare invoice date as the QuickBooks accounting date. Journal entries and payments use the AlayaCare posting date. Invoice and claim lines carry service dates separately, preserving both accounting timing and service detail.
Invoice & accounting sync
Invoices, claims, and accounting transactions synced together into QuickBooks.
Account & item mapping
Link GL accounts and bill codes to QuickBooks accounts and items, including account overrides and write-off account selection.
Customer mapping mode
Anonymous funder rollups or individual client-level customers.
Branches & company routing
Select branches and departments for each QBO company, with company-specific customer mappings.
Connect AlayaCare & QuickBooks
Connect your AlayaCare account to QuickBooks Online, with the QuickBooks connection maintained automatically.
Test environment validation
Full end-to-end sync into a sandbox before any production data is touched.
Cost centers & classes
Choose line-level cost centers, client-based classes for invoices and claims, or class tracking off. Journal entries use each source entry's cost center when tracking is enabled.
Invoice descriptions & references
Choose basic or detailed regular invoice descriptions and whether journal lines include the source invoice number.
Invoice rounding
Choose standard rounding or preserve AlayaCare invoice totals for each company.
Payment allocation & recovery
Enable split payments and automatic missing-invoice recovery to suit your billing workflow.
AlayaCare account
With API access enabled.
Accounting platform
QuickBooks Online today, or another system you'd like a connector for.
Chart of accounts & cost centers
Set up in both systems so FinanceLink can link them.
Notification recipients
For sync error alerts and unmapped-item reports.
Scope notice: The QuickBooks Online connector is included and production-ready. Payroll is excluded from the FinanceLink integration. Connectors for other accounting platforms (Xero, Sage Intacct, NetSuite, Microsoft Dynamics, etc.), custom mapping logic, and additional source systems beyond AlayaCare are outside the base package and would be scoped and quoted separately.