The Materio QuickBooks integration always connects to a single QuickBooks company at a time - never multiple at once. However, it is possible to switch the QuickBooks company that your Materio connects to over time. Read on for important details about how to switch from one QuickBooks company to another.
When switching QuickBooks companies makes sense
Here are two common reasons firms switch connected QuickBooks companies. Materio supports these two use cases well:
You were testing out Materio with a temporary test QBO company and are now ready to permanently connect your real QBO company to Materio.
Your business legal entity has changed, so you are sealing your old QBO account and permanently switching to a new QBO account for the new legal entity.
Careful: If you don't fall into one of these two common situations, switching QuickBooks companies may not be the right way to accomplish your goal. Reach out to hello@materio.co before proceeding.
What to expect after switching
After you switch Materio from one connected QuickBooks company to another:
General records such as clients, projects, and vendors will automatically sync into the new QuickBooks company when needed.
Specific transactions such as invoices, credits, expenses, orders, and bills will automatically sync into the new QuickBooks company when needed, but only if the transaction has not already synced into your old QuickBooks company.
By treating general records and specific transactions differently, Materio allows all your general business data to transfer seamlessly into your new QuickBooks company, while preventing older transactions from accidentally ending up in your new books.
How to switch
For the cleanest switch, it is important to carefully plan and prepare in advance.
Before you disconnect from your old QuickBooks company
Make sure you don't need to sync any more records into your old QuickBooks account. If you do, enter them in Materio and let them sync before continuing.
Find and fix any outstanding balances in your old QuickBooks account. Depending on your specific situation, you may need to zero these out for a clean switch. Look for:
Outstanding or partially paid invoices
Outstanding or partially paid bills
Outstanding or partially spent retainers, deposits, or credits
If some transactions have already synced into your old QuickBooks company, but you will need them to instead sync into the new company, use the QuickBooks exclusion feature to remove them from your old QuickBooks company. (Materio will only sync any specific transaction either into your old QuickBooks company or into the new one - not both. This is why this step is necessary).
Disconnect your old QuickBooks company
Navigate to the QuickBooks Integration Page.
Click the "Disconnect QuickBooks" button
Connect to your new QuickBooks company
Make sure you are logged out of your old QuickBooks company.
Make sure you are logged in to your new QuickBooks company.
In the same browser, navigate to the QuickBooks Integration Page.
Follow the setup steps displayed on the page.
Click "Connect to QuickBooks" then follow the on-screen instructions.
If given a choice between connecting to the old vs. the new QuickBooks company, make sure to select the new one.
After connecting to your new QuickBooks company
Once connected Materio to your new QuickBooks company:
Click "Manage settings" to set up your new account mapping. (Your old account mapping does not carry over).
Click "Manage purchasing methods" to set up the accounts and cards your firm uses for ordering and procurement. (Your old purchasing methods do not carry over). You may need to refresh the page in order for your new purchasing methods to appear.
You can now continue to use the QuickBooks integration as normal. Any new financial transactions you enter or update in Materio will sync to your new QuickBooks company normally, while any financial transactions that Materio already synced into your old QuickBooks company will effectively be ignored from a QuickBooks sync perspective. You can still edit or remove these older records Materio-side, but do so with extreme caution, as Materio will not be able to sync any of the changes you make going forward for them into QuickBooks.