The QuickBooks connector allows three things:
- The synchronization of Synchroteam's invoices to QuickBooks
- Bidirectional synchronization of Customers and Contacts between QuickBooks and Synchroteam
- The use Synchroteam's invoice numbers in QuickBooks
1. The synchronization of Synchroteam's invoices to QuickBook
Any new invoice, or invoice that is modified in Synchroteam is sent over to QuickBooks.
2. Bidirectional synchronization of Customers and Contacts between QuickBooks and Synchroteam
Customers that have the same name in QBO and Synchroteam are synchronized both ways.
The connector will automatically synchronize customer records that are updated or added to Quickbooks and/or Synchroteam.
ADVICE: If you only want to synchronize invoices, no need to import/export customers
The connector takes care of sending customers associated to Synchroteam invoices to QuickBooks. If we find an existing Customer record (same name), we do not create a duplicate.
These synchronizations are performed automatically every 20 minutes.
First synchronization between QuickBooks and Synchroteam
Once you have activated the QuickBooks Online connector in (see article QuickBooks : connector settings ), you can synchronize Customers and Contacts between the two applications.
To do this, simply:
- Click on "More" in the "Settings" menu.
- Click on "Integrations"
In the QB section, click on the "Upload" button to send your Synchroteam customers to QuickBooks Online.
You can also decide to import directly your QuickBooks online customers into Synchroteam by clicking on the "Download" button.
Once synchronization is complete, or after having clicked on Upload or Download, Synchroteam's QB customer (and its contacts) are now present in QuickBooks and Synchroteam and vice-versa.
Synchronizing an invoice for a new customer
If you create a new customer and invoice this customer, once synchronization occurs, you will find your new customer and invoice in QuickBooks.
I create a new customer named "My Company" along with a contact.
Create an invoice on a job for this customer.
After the synchronization, the customer is in QuickBooks, along with the invoice.
Synchronization of an invoice from a customer already in QuickBooks
When a customer already exists in Quickbooks, any invoice created (in Synchroteam) will be sent to Quickbooks when synchronization occurs.
Create a new invoice for customer "My Company". To do this, open a job for this customer and click on the "Invoices" tab.
Add some parts:
The invoice is created:
Once synchronized, the invoice is present in QuickBooks.
Please note that in "Settings" > "Intergrations" > "Quickbooks" you can decide to use your Synchroteam Invoice numbers in Quickbooks online just by ticking the associated checkbox.
Non-Inventory Invoice Items
If we find an invoice line that is not linked to an item in your synchroteam parts/services list, we associate it with a generic “Services” item in QBO. If this item does not exist, we attempt to create it.
We currently only send parts/services that are found listed in an invoice when it is sent to QBO.
We first check if a part with the same name (or product code) already exists in QBO.
ADVICE: The Synchronisation is most efficient when taxes defined in Synchroteam match Taxes defined in QBO (same name, same rate).
We currently do not synchonize the invoice status. We advise customers to track sent/paid status solely inside QBO.
Synchronization of new QuickBooks customers to Synchroteam
When you create a new customer in QuickBooks, it is automatically sent to Synchroteam when synchronization occurs.
If you want to do it directly just click on the "Download" button in the above image.
I create a new customer in QuickBooks: "My QB Company":
Once synchronization occurs, the customer is copied into Synchroteam.
You can also decide to import directly your QuickBooks online customers into Synchroteam.
To do so click on the "Download" button (see previous section).