In this article:
If this is your first time connecting QuickBooks Desktop, start with Connect SingleOps to QuickBooks Desktop & Setup Web Connector, or reach out to your SingleOps Implementation Specialist or Customer Support at support@singleops.com.
Before You Begin
Before you begin, confirm the following:
Your QuickBooks Desktop connection and Web Connector are already set up. The Wizard only moves records once the Web Connector can run.
You have admin access in SingleOps. If the Sync Wizard button isn't showing on your account, contact Support so it can be enabled.
Where to Find the Sync Wizard
Open the QuickBooks Sync Wizard from the button in the left navigation menu, just above the Admin gear.
At the top of the page you'll find a few helpful controls:
Type tabs (All, Term, Payment Method, and others such as Client or Operation) let you filter the list down to one kind of record so you can focus.
Tabs appear dynamically based on what's currently waiting to sync.
This is for visual only, you can not move records from their tabs directly.
Last Updated shows the last time your Web Connector ran. If it's been hours or days, that's usually a sign the Web Connector isn't running as expected.
The Refresh icon reloads the list without a full page reload.
The Log button takes you to the QuickBooks Sync Report (more on that below).
How the Sync Wizard Works
The Wizard is split into two sections, one for each direction data can move:
Section | What it shows |
Import from QuickBooks | Records that QuickBooks is trying to send into SingleOps.
These are populated each time you interact with a record in QuickBooks desktop and after your Web Connector runs, you will find the updates you've put into QuickBooks that SingleOps doesn't have yet. |
Export to QuickBooks | Records created in SingleOps that are ready to sync into QuickBooks, such as operations, terms, items, clients, vendors, invoices, purchase orders, payments, and refunds.
After there is direction interaction with records in SingleOps, those updates will begin to appear for Exporting to QuickBooks. |
Any time you interact with a syncable entity in SingleOps, it can appear in the Export section. As jobs move into the Approved stage, the related records will also populate there for approval, so you can review what is ready to sync.
Approving & Clearing Records
By default, every record in the list is checked and ready to sync. From here you decide what moves and what doesn't:
Review the list and uncheck anything you do not want to sync.
Choose how SingleOps should treat those unchecked records using the drop-down next to Approve Checked:
Keep Unchecked leaves the unchecked records in the list so they'll appear again on the next run. Use this when you don't want something to sync right now but may want it later.
Clear Unchecked removes the unchecked records from the sync queue entirely, so they won't come back. Use this when you're sure you never want those records to sync.
Click Approve Checked. Everything you approved moves into the Pending Syncs section of the Log and syncs the next time the Web Connector runs.
⚠️ The Clear Unchecked / Keep Unchecked choice is one rule for all. Whichever you pick applies to every unchecked record in the list, not just the ones you're looking at. |
💡 Approve Checked approves every checked record across all pages of the list, not only the ones visible on the current page. The check-all box at the top of a section, on the other hand, only affects the page you're currently viewing. |
Resolving Conflicts
Sometimes a record has been changed in both systems, and SingleOps needs you to decide which version wins before it can sync. When that happens, conflict rows appear at the top of the Sync Wizard page.
For each conflict, choose one:
Ignore
Overwrite with QuickBooks Values to keep the QuickBooks version.
Overwrite with SingleOps Values to keep the SingleOps version.
Rename the SingleOps Entity
You'll need to resolve every conflict before Approve Checked will go through. If you click Approve Checked and see an error, check the top of the page for unresolved conflicts first.
After You Approve Checked: Pending Syncs & the QuickBooks Management Center
Approving records doesn't sync them instantly. It queues them into Pending Syncs for the next Web Connector run. To follow what happens next, open the Log from the Wizard or go to Quickbooks Sync Wizard (app.singleops.com/qbwc/log) and press the Log button
Log section | What it shows |
Pending Syncs | Records you approved in the Sync Wizard, waiting to sync on the next Web Connector run.
If these aren't moving, your Web Connector, there is usually a reason. Contact us at support@singleops.com for assistance |
Successful Syncs | A running record of everything that has synced successfully. |
QuickBooks Management Center | Where you review and resync any records that have previously failed the sync process. |
Failed Syncs | A running record of anything that failed to sync, along with the QuickBooks error code and message. |
For failed records, click Resync under Actions, and use the error code and message to understand why it didn't go through.
The QuickBooks Desktop Error Code Reference Guide walks through the most common messages.
Syncing a Single Record Without the Wizard
You don't have to use the Wizard for every export. When you're on a record's show page, such as an invoice, you can click the green Sync to QuickBooks button to send that one record straight to the Log, skipping the approval step.
Daily Best Practices
A few habits keep your sync healthy and your books current:
✅ Check the Wizard daily, especially whenever you see a number on the icon. Approving records promptly keeps QuickBooks and SingleOps in step.
✅ Keep the Web Connector running. It's meant to run automatically every 5 minutes, and approved records only move when it runs. If Last Updated shows it hasn't run recently, open QuickBooks and confirm the Web Connector is active.
✅ If the sync gets stuck or a run doesn't finish, open the Sync Wizard and click Approve to move things along. This is common with QuickBooks Desktop and accounts that carry a lot of data, and it usually clears within a couple of run cycles.
✅ Review unsynced entities in the Log's QuickBooks Management Center so failed records don't pile up.