As CRO Software supports integration with both QuickBooks Online and QuickBooks Desktop, the process is a little different between the two.
For example, with QuickBooks Desktop there is an application that comes directly from Intuit / QuickBooks called the Web Connector. This application will run, constantly, on the computer that has QuickBooks installed (and your QuickBooks Working File) and will occasionally sync any invoices you've sent right into your QuickBooks.
The actual installation of CRO into your Web Connector is a slightly involved process that requires a CRO Support Agent to take care of. Fortunately, it usually only takes 10-15 minutes to complete!
Once the Web Connector is connected to CRO and is running, it will be waiting for you to send invoices from your CRO Billing. Fortunately, this is incredibly simple! You can either select an individual invoice and send it to "QBD" (which stands for QuickBooks Desktop) or you can use the check boxes on the Invoices page and send multiple invoices at a time.
When you do send an invoice over, it's put into a state in CRO Billing called, "Pending Sync". This is what the Web Connector is waiting for! No, before sending the invoice to your QuickBooks, you'll want to make sure that all prices are correct.
While you can "unpend" an invoice (tell it you don't want to send it to QuickBooks, yet), once an invoice has been accepted into your QuickBooks it will no longer be editable in any way within CRO.
If there was something wrong with the invoice, you would need to adjust it in QuickBooks at that point.
When the Web Connector auto-runs (we usually recommend setting this time span to 10 minutes or so), it will scoop up every "Pending Sync" invoice and transfer it into your QuickBooks if it's able.
Emphasis on "able". There are a few different things that can prevent an invoice from syncing.
Some things to look out for:
Character limits. QuickBooks enforces character limits on all of the fields of your invoice (customer name, phone numbers, email addresses, etc.). This is not a limitation of CRO or QuickBooks, but actually a limitation of the Web Connector. Fortunately, those limits are not a mystery! You can see our article, along with a link to the list of character limits right here.
Customer mapping. You may be aware, already, but QuickBooks will not allow you to charge a Vendor as a Customer. If the invoice you're sending over from CRO is going to one of your customers marked as a Vendor, then the Web Connector will not accept it. You will need to create a new customer in your QuickBooks that is not set as a vendor.
In regard to customer mapping, you can also facilitate the process by simply slightly renaming the customer in CRO. This will prompt your QuickBooks to create a new customer that is not marked as a Vendor.