If you're looking at enabling the Quickbooks Sync feature in FieldPulse, this guide is a great place to start. We'll help you avoid some common issues that users run into when setting this up. Following this guide will help ensure all of your data syncs seamlessly.
There are 7 key steps for success when syncing with Quickbooks:
1. Set up your tax rate and localization in Quickbooks. Make sure it matches the tax rate in FieldPulse
This is the most important first step, because everything syncing from FieldPulse to Quickbooks is affected by your tax rate setup. You can learn how to set up your tax rate and avoid any problems with tax settings in Quickbooks or FieldPulse in this article. The key things to remember are that the sales tax rate set up in Quickbooks must match your tax rate in FieldPulse. This applies to taxed line items, and make sure you check old items and invoices for matching tax rates if you change your tax settings. If your tax rates do not match in both systems, all of the sync features will be affected.
2. Make sure your data formats match in Quickbooks and FieldPulse.
It's important to set up your customers correctly in FieldPulse so that they match the way they are formatted in Quickbooks. When adding new customers, make sure to specify whether they are 'individual' or 'Company' customer types, and that you use the same categories in Quickbooks.
If you are using the 'Individual' customer type and use the 'First' and 'Last' name fields for anything other than the customer's name, this will cause your customers to display oddly in Quickbooks.
If you're using related customers in FieldPulse, you should have your customers set up the same way in Quickbooks to ensure a smooth sync.
3. Make sure your FieldPulse invoice numbers don't already exist in Quickbooks.
This is a common sync issue we see - if you use an invoice number in FieldPulse that already exists in Quickbooks, it will not sync over and impact your ongoing ability to sync invoices. To ensure you are using invoice numbers in FieldPulse that are different from those in Quickbooks, you can adjust your invoice numbers in FieldPulse. You can change your FieldPulse invoice numbers on this page.
4. Make sure your customer exists in both FieldPulse and Quickbooks
A common reason for individual invoices to not sync from FieldPulse to Quickbooks is that the customer exists in FieldPulse, but does not exist in Quickbooks. If an individual invoice is not syncing, check first that the customer exists in Quickbooks and is synced. If they do not exist in Quickbooks, creating the customer record in Quickbooks will allow the invoice to sync over.
5. Sync customers and invoice items before you start syncing invoices.
It's important to initially set up your sync so that everything goes smoothly. In order to ensure your invoices sync over on an ongoing basis, sync your customers and invoice items with Quickbooks before you begin creating invoices in FieldPulse. Once the Quickbooks sync is enabled, you can sync your customer and invoice items by clicking the corresponding buttons on this page.
6. Make sure the invoice items on your invoices aren't set at $0
This is another thing that can cause issues with syncing, it's not possible to sync over invoices that have $0 line items in FieldPulse. Instead of adding $0 line items you could use the 'Notes' area or add a grouping to list line items where the price is not shown. You can learn more about setting up groupings in this article. If you have $0 line items on any of your invoices, remove them to get the invoice to sync over to Quickbooks.
7. Discounts and Surcharges
Because of the way FieldPulse connects with Quickbooks, we are not able to sync over surcharges on your invoices. So keep that in mind if you're using the surcharge feature, you won't see the surcharge show up when the invoice is synced over to Quickbooks. Discounts applied to your invoices in FieldPulse will sync over.
To add a surcharge and ensure it syncs to Quickbooks, use a line item instead. You can simply add a 'Discount' line item that matches the amount of the surcharge you planned to add.
Pro Tip: The sync between FieldPulse and Quickbooks is real time in many cases, but in some cases, such as syncing multiple invoices, the items may be queued, so be patient if you have items that are't syncing over immediately, they may be queued to sync later in the day.
That's it! You just learned some tips to avoid common Quickbooks sync issues. If you have any questions about the Quickbooks sync, contact us at firstname.lastname@example.org