This article covers how to sync from Materio into QuickBooks Projects.
Limitations in QuickBooks prevent Materio (and any platform like it) from automatically creating QuickBooks Projects on your behalf. Because of this, by default Materio syncs into QuickBooks Sub-Customers rather than into QuickBooks Projects.
However, there are still ways to use Materio together with QuickBooks Projects. This article will walk you through three ways to do this:
1. Convert a QuickBooks Sub-Customer into a Project
1. Convert a QuickBooks Sub-Customer into a Project
When Materio syncs a project's first invoice, expense, or purchase order into QuickBooks, it automatically creates a QuickBooks Customer (for the client) and a QuickBooks Sub-Customer (for the project).
Once this first sync has completed, you can convert the QuickBooks Sub-Customer into a QuickBooks Project with these steps:
Go to the QuickBooks Projects Page.
Click the down arrow next to the "New project" button.
Click "Convert from sub-customer."
Choose which sub-customer you want to turn into a project (you can choose multiple at a time if you want).
Make sure the project status is "In progress." If the status says "Completed," click on the status and manually change it to "In progress."
Click the green "Convert" button at the bottom right.
That's it! Materio will automatically detect that you have converted your QuickBooks Sub-Customer into a QuickBooks Project, and will sync into the QuickBooks Project going forward.
2. Create a QuickBooks Project Up Front
2. Create a QuickBooks Project Up Front
You can create a QuickBooks Project up front, before you start syncing transactions from Materio into QuickBooks. Just make sure that the QuickBooks Project is named exactly the same as the project in Materio when you sync your first invoice, expense, or purchase order for that project. When the first sync occurs, Materio will find and use the matching QuickBooks Project rather than creating a new QuickBooks Sub-Customer.
The project names in Materio and QuickBooks only need to be an exact match at the time of the very first sync for that project. After the first sync has finished, you may rename the project on either platform, and Materio will still maintain the link that it has established.
3. Merge a QuickBooks Sub-Customer into a Project
3. Merge a QuickBooks Sub-Customer into a Project
It may happen that Materio has created a Sub-Customer in QuickBooks, but you already have a Project in QuickBooks that you intend to use instead. This can happen particularly if the project in Materio has a slightly different name than your QuickBooks project.
In this scenario, you need to merge the QuickBooks Sub-Customer that Materio created into the QuickBooks project that you intend to use going forward.
Follow these steps:
Go to the QuickBooks Customers Page.
Click on the QuickBooks Sub-Customer that Materio created.
Click the white "Edit" button to edit that QuickBooks Sub-Customer.
Change Customer display name to exactly match the name of your existing QuickBooks Project.
Ensure Is a sub-customer is checked.
Ensure Parent customer is set to exactly match the customer of your existing QuickBooks Project.
Click the green "Save" button.
When asked if you'd like to merge the sub-customer into the project, click "Yes."
That's it! Materio will automatically detect that you have merged the QuickBooks Sub-Customer into your existing QuickBooks Project, and will sync into the QuickBooks Project going forward.