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Who uses this: An admin configures the QuickBooks Desktop sync; it then runs on its own in the background. Availability: Requires QuickBooks Desktop + the sync connector.
The QuickBooks Desktop sync keeps your customers, line items, estimates, invoices, and payments matched between FieldPulse and QuickBooks Desktop, so a job you close in the field lands in your books without anyone re-typing it. It runs through the QuickBooks Web Connector installed on the same Windows computer as QuickBooks Desktop — a local connection, not a cloud login.

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Overview

The workflow breakdown the QuickBooks Desktop sync solves is double entry. Without it, every customer, estimate, invoice, and payment gets keyed once in FieldPulse and again in QuickBooks — and the two sets of books drift apart the moment someone forgets. The QuickBooks Desktop sync closes that gap: records flow between the two systems automatically once the connection is running. The QuickBooks Desktop sync is a deep integration with its own setup, its own connection model, and its own error tools. This page is the hub. Use the related articles below as a setup sequence, in order.

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How it works

The QuickBooks Desktop sync is a mostly two-way sync run by a local connector. Here is the model:
  • The connection is local, not cloud. FieldPulse connects to QuickBooks Desktop through the QuickBooks Web Connector, a small application that runs on the same Windows computer as your QuickBooks Desktop install. This is different from QuickBooks Online, which connects over the cloud with no connector. See QuickBooks Online Overview if you are on QBO instead.
  • The connector must stay on and open. The sync runs on a timed interval (set to every 1 minute during setup), so the Web Connector has to stay open and the computer’s sleep mode has to be off. If the computer sleeps or the connector closes, the sync stops.
  • Most records sync both ways. Customers, line items, estimates, invoices, and payments created or edited in either system sync to the other. When you connect, all of your existing QuickBooks data is imported into FieldPulse.
  • Some records sync one way only. Purchase orders and timesheets push one way from FieldPulse into QuickBooks. Credit memos and tax rate items sync one way from QuickBooks into FieldPulse. See QuickBooks Desktop Sync Examples and Details for the full direction map.
  • You choose one-way or two-way for estimates and invoices during setup, along with the date range of records to exchange.
FieldPulse integrates with QuickBooks Desktop 2024 and newer, Windows only, in the Contractor, Pro, Premier, and Enterprise editions. QuickBooks Desktop for Mac is not supported.

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Before you begin

Connecting to QuickBooks Desktop starts with a request to FieldPulse — it is not a self-serve toggle. Contact the FieldPulse support team through in-app chat or at support@fieldpulse.com to request access, and the team schedules a call to initiate the sync. Once access is enabled, follow the setup sequence below in order:
  1. Prepare your books so the first import lands clean — see Setting Up QuickBooks Desktop Before Syncing.
  2. Connect the integration through Company Settings and the Web Connector — see How to Sync With QuickBooks Desktop.
  3. Check your results and clear any records that failed to transfer — see How to Manage QuickBooks Desktop After Syncing.