Before beginning a QuickBooks sync, please contact a member of the Support team who can assist you!
QuickBooks Desktop Sync is a brand new app for BPro that synchronizes Customers, Orders, Payments, Products, Payment Methods, and Taxes between BPro and a connected QuickBooks Desktop program.
What gets transferred?
- GeneralFor all items we sync the date created and date last updated between systemsIn any sync operation we will take the most recent update - meaning that if a product (for example) was updated more recently on QB Desktop than BPro we will import changes from QB rather than pushing changes from BProThe initial sync puts a series of requests into a queue for QuickBooks Desktop (via the QuickBooks Web Connector) to process in sequence. These vary from simply data retrieval (ie. provide a list of customers) to data creation requests (ie. create this invoice and receive payment) and can take awhile to complete, especially when dealing with a large set of data.Once the initial set up is completed any updates the user makes in BPro are put into the same queue for QuickBooks Desktop to process the next time it connects to BPro. Updates made directly in QB Desktop by the user are only imported to BPro by manually triggering a full sync via the QuickBooks Settings page.
- Products (Items)NameDescriptionStatus (active/inactive)Cost (purchase cost for store)Sale Price / Rental PriceType (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 insteadService products are pushed as Service products on QBWhen importing the above works in reverseWhen updating products that exist on QB 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 frontAsset Account / Income Account / Expense Accounts are set when creating new products on QB, but do not match to anything in BPro. These are set based on QuickBooks defaults and should be reviewed with your success coach beforehand to ensure accuracy for reporting purposes.Date created and updated
- Discounts / Refunds / Damage WaiversBPro will automatically create three catch-all products in QB for the purpose of tracking discounts, refunds and any damage waiver charges on Invoices. Any discounts applied in BPro will be combined into a single line item tied to the BPro Discount productBPro Refund will only appear on Credit Memos to track the total value of the refundBPro Damage Waiver will only appear on invoices where a Damage Waiver has been applied and will be valued at the total charge for the damage waiverPlease do not delete these products as errors may occur - you may rename them in QB if you wish after the initial synchronization has been completed.
- Payment MethodsNameNote: Payment Methods are created in QB, but we are unable to push updates if they are changed in BPro (ie. renamed). This will need to be done manually in QB.All Payment Methods are created in QB without a type association (ie. Cash, Credit Card, etc.) so it may default to "Cash". You may modify this as needed without repercussion to BPro.
- TaxesNameRateEffective datesTax Agency / GroupThe BPro Tax Group name corresponds to the Tax Agency Name in QBCombined tax rates in QB are created in BPro as a single tax rate that adds up to the same amountTax groups are added to all product categories that contain taxable productsIf a BPro product belongs to a category that is taxable, when we export the product to QB we will mark it "taxable" - if the category does not have a tax rate in BPro then it will be marked "non-taxable" in QBNote: We do not currently support creating Taxes in QB - we can only import them to BPro
- Sales Tax ItemsQuickBooks Desktop requires that Sales Tax Items be created so that taxes can be associated to products on invoices. We require that a taxable Sales Tax Item named "TAX" and a non-taxable Sales Tax Item named "NON" be created in QuickBooks by the user - this is used to identify each line item on an invoice as taxable vs non-taxable and helps ensure accuracy in tax calculations in QuickBooksNote: these commonly exist in US versions of QuickBooks Desktop, but may need to be created manually in international versions
- CustomersFirst nameLast nameCompany nameEmailPhone numberFax numberCell phone numberCustomer note (created as a single note associated to the customer)AddressCityState/provinceCountryPostal/Zip codeContactIf a first name and last name were provided for the customer in QB then a contact will be created in BProDelivery AddressIf there is an address associated to the customer in QB then a delivery address will be created in BProTax ExemptionsIf the customer is tax exempt in BPro then a note will be added to the customer account in QB and they will be marked accordinglyNotesCustomers have a single notes field in QB - when the customer is created in BPro we will import the notes field as one note in BProWe do not push customer notes to QB
- OrdersCart ItemsThe BPro order cart is synced to QB 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 AdjustmentsBulk discounts are synced with discount products on the QB Invoice - when exporting all discounts are combined into a single line item tied to the BPro Discount product, while all discounts on QB Invoices will be combined into the bulk discount setting on the Checkout pageIndividual product price adjustments that decrease the price of the product are summed and added to the bulk discountIndividual product price adjustments the increase the price of the product affect the unit price of the itemTransaction DateDocument Number / Order NumberNew QB 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 BProTaxUS CompaniesQB 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 invoiceSince QuickBooks will recalculate the tax amount (ignoring what we pass it) this may result in some inconsistencies on invoicesIt is recommended that customers create a combined tax in QB, 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 productNon-US CompaniesTaxes 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 appliedCancelled Orders / VOID InvoicesCancelled orders are not exported to QBIf an order has already been created on QB and is cancelled in BPro it is currently up to the customer to VOID or cancel the invoice in QBDue DateThe invoice due date is set on QB 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 DateThe Transaction Date is set on QB Invoices based on the start date of the order in BPro. This can be either the first out event in the scheduler or the date the order was created.Once set it is not updated by the sync (so if they add/move events later the date will not be changed)When importing the invoice from QB to BPro we set the order start date based on the transaction dateNotesInvoices have a single notes field in QB, when the new order is created in BPro we will import the notes field as one note in BProWe do not push order/product/checkout notes to QB
- Payments/RefundsPayment MethodUnless 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 QBAmountDateNotesIf a note is entered on a payment (in QB or BPro) we will sync it between the systemsRefunds are only exported from BPro to QB, they are not imported to BPro during a syncRefunds are created in QB as Credit Memos and must be manually processed in QB afterwards to either indicate that they have been fully refunded or else a credit will remain on the customers account for future use