QuickBooks Online Integration
Updated over a week ago

FieldPulse offers a two-way integration with QuickBooks Online to automatically sync your customers, estimates, invoices, payment records, and invoice items between FieldPulse and QuickBooks to make end of year accounting easier. Leverage FieldPulse's integrated invoicing system and leave the accounting work to QuickBooks.

What is a Two-Way Sync?

Customers, line items, estimates, invoices and payments created or edited in FieldPulse will be automatically created or edited in QuickBooks. Also any customers, line items, estimates, invoices and payments created or edited in QuickBooks will be automatically created or edited in FieldPulse.

Once you've connected FieldPulse with your QuickBooks account all your existing QuickBooks data can automatically be imported into your FieldPulse account. Creating or editing customer, invoice and payment records in the office or on the job will automatically be reflected in QuickBooks and FieldPulse, so no more double entry.


Read Before Syncing:

  • Custom Transaction numbers

    • If turned on in QuickBooks, invoice numbers will follow the FieldPulse numbering sequence.

    • If turned off, invoice numbers will follow whatever numbering is setup in QuickBooks.

  • FieldPulse does not display the QuickBooks “Display Name” when viewing customers from the “Customers” tab. FieldPulse only uses information entered in first name, last name, and company name for displaying the customer name.

  • We use QuickBooks “Shipping Address” as the service address in FieldPulse. If only “Billing Address” is filled in in QuickBooks, no address will display on the customer in FieldPulse.

  • If you use Groupings in FieldPulse, please note, this is a FieldPulse only functionality. Your groupings will transfer as line items to QuickBooks.

  • If you use discounts on your invoices, you need to make sure that 'discounts' are enabled in your QuickBooks account in order for those to sync from FieldPulse to QuickBooks.


Do Not Sync If...

  • You have been using QuickBooks and FieldPulse simultaneously and duplicating efforts (creating estimates/invoices in QuickBooks and FieldPulse prior to syncing).

  • You are using projects in QuickBooks. Talk to a member of our team first to learn more.

  • You do not have a quantity and price in QuickBooks for every line item -- the line item will come over as $0 in FieldPulse.

  • You do not have Tax Rate set up in QuickBooks, as FieldPulse pulls tax rates from QuickBooks.

  • Your customer records do not have either a first name, last name, or company name entered in QuickBooks. This will result in customers appearing blank in FieldPulse.

    Please reach out to support@fieldpulse.com and we will assist you.


Initiating the Sync

1. Request access to sync with QuickBooks.

To connect to QuickBooks Online, you will first need to request access by contacting us at support@fieldpulse.com or using the chat feature in the bottom right corner of your screen.

2. Turn on the integration in Company Settings.

Once FieldPulse has enabled you to connect to QuickBooks, go to Company Settings. Find the Features & Plugins tab and navigate until you find the QuickBooks Online tile. Click Connect to QuickBooks.

3. Enter your login information for your QuickBooks Online account and follow any on-screen instructions.

4. Select the time period and all the entities you would like to sync between FieldPulse and QuickBooks.

(Note: In order to sync invoices, your customers, line items, and payments must also sync)

5. Next you will be prompted to select your default tax rate from a list of tax rates FieldPulse gets from QuickBooks.

6. Next you will select your default sales account (this refers to items you sell).

7. Next you will select your default purchase account (this refers to items you purchase.)

8. Agree to the QuickBooks Integration Terms & Conditions.

9. Finally you will reach this page, which shows that the syncing process has started. You should begin see these items populate in your FieldPulse account.

(Note: If you have a large number of items coming over, please be patient. This can take some time. You can exit out of this page and operate as normal and check back on the status at any time.)


Maintaining Your Quickbooks Sync

All options can be changed at any time on individual invoices and items or from the Company Settings > Estimate & Invoices > QuickBooks Tab.

(Note: The order in which you sync your items on this page matters - you must sync your items in this order - Customers, Line Items, Invoices.)

Customer Record

A synced customer will display the QuickBooks logo on the customer record.

If a customer needs to be manually synced you can do so by clicking Sync with QuickBooks in the customer record.

Invoices

An invoice that has been synced will display Open in QuickBooks, which will take you directly to that invoice in QuickBooks when clicked.

(Note: Invoices begin syncing to QuickBooks once they've reached the 'Invoiced' status to indicate that they are awaiting payment. The attached customer, invoice items, and tax rate will also be synced in FieldPulse.)

Records (customers, invoices, etc.) that are deleted/archived in FieldPulse will also be deleted in QuickBooks.

Sales/Purchase Accounts

When creating a line item in FieldPulse, you can select which sales and purchase accounts under which to house the line item in QuickBooks. If you opt not to select a sales or purchase account, it will default to the sales and purchase accounts selected during the initial sync.

Click on Purchase Account…

Business Classes

Business classes are a way to categorize invoices. New business classes must be created in QuickBooks and can be adjusted there as well. When creating an invoice in FieldPulse, you can select which business class to assign.

Click on Quickbooks Class…

Have additional questions?

Contact us at support@fieldpulse.com or use the chat feature in the bottom right corner of your screen.

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