CRO Software supports integration with both QuickBooks Online and QuickBooks Desktop. There are some differences 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 continuously on the computer with QuickBooks installed (and your QuickBooks Working File) and will occasionally sync any invoices you've sent directly into your QuickBooks.
The actual installation of CRO into your Web Connector is a slightly involved process that requires the assistance of a CRO Support Agent. It usually only takes 10-15 minutes to get you up and running.
Once the Web Connector is connected to CRO, it will be waiting for you to send invoices from CRO Billing. You can 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 to send multiple invoices at once.
When you send an invoice, it changes to the "Pending Sync" state. Before you send the invoice to QuickBooks, 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 collect every "Pending Sync" invoice and transfer it to your QuickBooks if possible. There are several factors that can prevent an invoice from syncing.
Issue that can affect syncing:
Character limits. QuickBooks enforces character limits on all of the fields of your invoice (customer name, phone numbers, email addresses, etc.). You can see our article, along with a link to the list of character limits right here. If you do go over the character limit, the entry will show in red to warn you that you have exceeded the limit.
Customer mapping. QuickBooks will not allow you to charge a Vendor as a Customer. If the invoice you're sending from CRO to one of your customers marked as a vendor, it is not accepted by the Web Connector. You will need to create a new customer in your QuickBooks that is not set as a vendor.
You can also facilitate the process by renaming the customer in CRO. This will prompt QuickBooks to create a new customer that is not marked as a Vendor.
If you need help setting up your CRO QuickBooks integration or would like us to review any process in CRO Billing, we are always available to provide training or answer any questions you may have.