Before beginning a QuickBooks sync, please contact a member of the Support team who can assist you!
QuickBooks Sync is an app for BPro that synchronizes Customers, Orders, Payments, Products, Product Categories, Payment Methods, and Taxes between BPro and a connected QuickBooks Online account.
What gets transferred?
- Generally for all items we sync the date created and date last updated between systems. In any sync operation we will take the most recent update - meaning that if a product (for example) was updated more recently on QBO than BPro we will import changes from QBO rather than pushing changes from BPro over to QBO. The initial sync puts a series of requests into a queue that is then processed in the background. Once the sync has been started you are free to go about making changes in BPro without fear of impacting the sync. You can check back later to confirm that the sync has completed and review any notes in the transaction log that may require attention. Once the initial set up is completed any updates that you make in BPro are transferred to QBO immediately. Updates made directly in QBO by you are only imported to BPro by manually triggering a full sync via the QuickBooks Settings page. Please contact Support to do this.
- Products Name, Description Status (active/inactive), SKU (QuickBooks) to Product Number (BPro), Cost (purchase cost for store), Sale Price / Rental Price, Type (Inventory / Non-Inventory / Service), Rental/Retail products are pushed as Inventory (if inventory tracking is enabled in BPro).
- Rental/Retail - products without inventory tracking enabled are pushed as Non-Inventory instead. Service products are pushed as Service products on QBO. During import the above works in reverse. When updating products that exist on QBO already we do not change the type - this is only set during creation so it is really important to ensure that it is configured correctly up front. It is also key to ensure that the store has these product types enabled on the system and the location or else the you may not see all of their products (ie if the products are Services on QBO, they will be imported as Service products which may not be visible to them if the Service product type is not enabled in BPro) (Contact Support if that is the case).
- It is important to understand product type mapping before doing the sync as it can be difficult to change later Asset Account / Income Account / Expense Accounts are set when creating new products on QBO, but do not match to corresponding values in BPro. These are set based on QuickBooks defaults and should be reviewed by the user in QBO to ensure accuracy for reporting purposes.
- Product Categories/Name, Tax Group association this is unique to BPro where Product Categories are attached to tax groups, rather than products themselves. In QBO it is the opposite: products are identified as taxable or not, but are not tied to specific tax rates/groups. Therefore when importing product categories from QBO to BPro we check if any of the products in the category are taxable, if so, we will attach the product category to all available tax groups. When exporting to QBO we check if the product belongs to a category that has taxes applied to determine if the QBO product will be taxable or not. Categories are a relatively new feature on QBO (added within the past 12 months) and needs to be explicitly enabled in the QBO account. If they are enabled we will sync them, but if not then categories will be skipped. If categories are not enabled in the QBO account then when we import products they will be put into a catch-all category on BPro named "QuickBooks Taxable Category" that holds products that are taxable, while "QuickBooks Non-Taxable Category" holds tax exempt products. Once the import is completed the user may rename these categories or associate the products to different categories within BPro if they wish.
- Payment Methods Name, Taxes Name/Rate/Effective dates, Tax Agency / Group - The BPro Tax Group name corresponds to the Tax Agency Name in QBO. Combined tax rates in QBO are created in BPro as a single tax rate that adds up to the same amount. BPro taxes are created as individual tax rates in QBO (we do not generate combined tax rates).
- Tax groups are added to all product categories that contain taxable products. If a BPro product belongs to a category that is taxable, when we export the product to QBO we will mark it "taxable" - if the category does not have a tax rate in BPro then it will be marked "non-taxable" in QBO.
- Customers First name, Last name, Company name, Email, Phone number, Fax number, Cell phone number, Customer note (created as a single note associated to the customer) Address, City, State/province, Country, Postal/Zip code, Contact - If a first name and last name were provided for the customer in QBO then a contact will be created in BPro.
- Delivery Address - If there is an address associated to the customer in QBO then a delivery address will be created in BPro.
- Tax Exemptions - If the customer is tax exempt in BPro then a note will be added to the customer account in QBO and they will be marked accordingly.
- Customer Notes - have a single notes field in QBO - when the customer is created in BPro we will import the notes field as one note in BPro. We do not push customer notes to QBO.
- Orders Cart Items - The BPro order cart is synced to QBO Invoice line items (each line is a product). The unit price, quantity, and total price are synced individually and associated to the order/invoice (not necessarily being reloaded from the original product).
- Bulk Discounts / Price Adjustments -Bulk discounts are synced to the discount field on the QBO invoice. Individual product price adjustments that decrease the price of the product are summed and added to the bulk discount. Individual product price adjustments the increase the price of the product affect the unit price of the item (QBO doesn't allow a "discount" to increase the value of an invoice, that is why we have to handle this differently).
- Document Number / Order Number - New QBO Invoices are created by BPro with a document number that includes the BPro Order Number (ie. "BPRO-456") - however, this value is not imported to BPro. Some QuickBooks accounts are configured to not allow custom document numbers which will prevent the above behavior from happening. In those cases the order number alone will be stored in the document number field.
- Tax US Companies - QBO only allows one tax to be applied to an invoice, however, BPro has no such limitation. In this case we sum up the tax amount and associate the first tax to the invoice. For more complex tax rates it is recommended that you create a combined tax in QBO, run a sync (which will import the tax to BPro as a single tax rate), and then use this for their orders. This will ensure that taxes are applied correctly and consistently in both systems. Also individual invoice lines can only be tagged as taxable or not - meaning we can't apply different taxes to each product.
- Canada / International Taxes - can be applied to each line item on an invoice, however, BPro can have multiple applied. Similar to the US companies, we recommend creating a combined tax rate to ensure that the correct rates are applied.
- Cancelled Orders / VOID Invoices - Cancelled orders are not exported to QBO unless the order was previously exported (ie. when the order was opened) to QBO by BPro. In that case the order is marked VOID only if there have been no payments received on the order. Once payments are accepted on the order, even if they are refunded we will not void the invoice on QBO VOID invoices are not imported from QBO to BPro.
- Due Date - The invoice due date is set on QBO based on the sales term associated to the customer in BPro (ie. net 30 means the due date of the invoice is 30 days after the transaction date).
- Transaction Date - The Transaction Date is set on QBO Invoices based on the Completion Date in BPro (marking services as complete in order). Once this is been synced, it will not be updated in QuickBooks.
- Notes - Invoices have a single notes field in QBO, when the new order is created in BPro we will import the notes field as one note in BPro. We do not push order/product/checkout notes to QBO.
- Payments/Refunds Payment Method - Unless the payment method has been flagged in the sync settings to be excluded - in which case the payment will not be synced between BPro and QBO. If the payment method on QBO has been left empty then the BPro payment will created as "Cash" - BPro requires that a payment method be specific on every payment and refund amount.
- Date Notes - If a note is entered on a payment (in QBO or BPro) we will sync it between the systems. Refunds are only exported from BPro to QBO, they are not imported to BPro during a sync.
- Refunds - Are tied to customers in QBO, not invoices, so there is no way for us to know which order to attach a refund to unless the refund originated in BPro. Refunds are flat dollar amounts, they do not relate to specific items in the order cart. As such the Refund Receipt will have a single line item for "BPro Refund Product" with the amount matching the value of the refund.