Rubi Pay — Portal Edition

Rubi Pay Portal Edition · Q360 ↔ Invoiced.com

An enterprise integration layer between Q360 ERP and Invoiced.com.

Rubi Pay Portal Edition synchronizes invoices, customers, and payments between Q360 ERP and Invoiced.com. Running as a serverless cloud application, it automates the full invoice-to-cash cycle — syncing posted invoices out to an Invoiced customer portal, processing payments back as cash receipts in Q360, and tracking customer activity in real time.

Features

Automated Invoice Sync

Posted invoices flow automatically from Q360 to Invoiced with line items, tax, shipping, and payment terms intact. Configurable as summary or detailed line items.

Customer & Contact Sync

Creates or updates customers in Invoiced using Q360 data, with contacts filtered by type (AR, AP, Collections) and configurable address sourcing.

Cash Receipt Posting

Completed payments are posted back to Q360 as cash receipts with the correct amount, date, reference, and GL account.

Credit Note Support

Negative invoices are automatically detected and created as credit notes in Invoiced.

Multi-Currency

Handles USD, CAD, EUR, and GBP with per-currency GL account mappings for cash receipts.

Multi-Company

Each Q360 company gets its own configuration, currency, and sync rules.

PDF Attachment Sync

Invoice documents are downloaded from Q360, stored securely in the cloud, and attached to the corresponding Invoiced invoice.

Real-Time Activity Tracking

Customer views, comments, and payment events are logged back to Q360 history entries (RP-VIEWED, RP-COMMENTED, RP-PAID).

Webhook-Driven Payments

Payment, view, comment, and paid webhooks are handled in real time.

Convenience Fee Distribution

Convenience fees are proportionally allocated across multiple invoices on a single payment.

AutoPay Configuration

Rule-based autopay can be enabled for service contracts only or all invoices, per customer.

Scheduled Sync Engine

Q360 is polled for new events every 5 minutes, batching and orchestrating sync operations automatically.

Invoice & Balance Safeguards

Only posted invoices sync; totals are validated between systems; invoices with payments cannot be deleted.

Draft Invoice Mode

Optionally create invoices as drafts for review before sending to customers.

Sandbox Environment

Test mode with email protection to prevent accidental customer notifications.

Enterprise Configuration

40+ settings for precise control over sync behavior, customer creation, payment handling, and more.

Included with Invoiced.com

Your customers get access to a self-service portal where they can view invoices, make payments via credit card or ACH, and manage their account. Invoiced.com also provides automated payment reminders, dunning management for failed payments, autopay enrollment, cash flow reporting, and support for multiple payment methods — all included with your Invoiced account.

Configuration Options

Customers & Contacts

Address Sync — Choose whether to pull customer addresses from Q360, and select between billing address or main site address as the source.

Keep Addresses Up to Date — Choose whether address changes in Q360 should automatically update existing portal customers.

Contact Sync — Choose whether to bring over contacts from Q360, and select which roles to include (AR, AP, Collections, or all).

Primary Contact — Choose which contact type should be designated as the default for portal communications.

Keep Contacts Up to Date — Choose whether contact changes in Q360 should automatically update existing portal contacts.

Sandbox Email Protection — Choose a safe test email address to route all communications to during testing.

Invoices

Draft Mode — Choose whether invoices are created as drafts for review or sent to customers immediately.

Comment Sync — Choose whether invoice comments from Q360 are carried over into the portal.

Line Item Detail — Choose between a single summary line or full line-item detail, configured separately for invoices with and without PDF attachments.

AutoPay Rules — Choose whether autopay applies to all invoices or only service contract invoices.

Credit Notes — Choose whether credit notes are synced alongside regular invoices.

Document Attachments — Choose whether PDF invoice documents from Q360 are attached to portal invoices, with the option to require a document before syncing.

Sync & Qualification

Company Selection — Choose which Q360 companies participate in the sync.

Currency & GL Mapping — Map each supported currency to its corresponding GL account for cash receipts.

Sync Start Date — Set a cutoff date so only invoices posted after that date are synced.

Invoice Qualification — Control which invoices are eligible for sync based on payment method.

Payments

Payment Sync Mode — Choose to sync only charged card/ACH payments, all payment types, or disable payment sync entirely.

Requirements

Q360 with API Access

API access must be enabled on your Q360 instance for invoice lookups and cash receipt posting.

Invoiced.com Account

An Invoiced.com account with a payment gateway configured for processing customer payments.