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Who uses this: Anyone confirming how a record will transfer before or after connecting; the sync runs on its own once an admin configures it. Availability: Requires QuickBooks Desktop + the sync connector.
This page shows how records map between FieldPulse and QuickBooks Desktop — which direction each record type moves and which fields land where — so you can preview a transfer before it happens. FieldPulse integrates with QuickBooks Desktop 2024 and newer.

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Overview

Most records in the QuickBooks Desktop sync move both ways, but several move one way only, and a few behave differently once they arrive. Use the tables below as a reference map: sync direction by record type first, then the field-level mapping for customers and addresses, then the specific behavior of tax rate items. For records that fail to transfer, see Troubleshooting QuickBooks Desktop Sync Errors.

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Sync direction by record type

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Example: customer and address mapping

When a customer syncs from QuickBooks Desktop, the address fields map to a FieldPulse Location like this: FieldPulse: FieldPulse customer record showing the synced address and its Main Location entry QuickBooks Desktop: QuickBooks Desktop Edit Customer window with Invoice/Bill To and Ship To address details When QuickBooks Desktop’s default Ship To address changes, FieldPulse updates the matching location as the new main location. Matching is based on address, not name — if no matching location exists, FieldPulse creates a new one. The Bill To address syncs across exactly as entered in QuickBooks Desktop, including the customer name.

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Example: tax rate items

Tax rate items in QuickBooks Desktop sync to FieldPulse one way, arriving as a line item. Once a tax rate item has synced into FieldPulse, it cannot be edited on any estimate or invoice within FieldPulse — you make changes on the QuickBooks Desktop side. FieldPulse invoice with a QBD Tax Rate Item arriving as a Sales Tax line item

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Example: Line Items

FieldPulse: FieldPulse Edit Item panel for Downpipe Clip with unit cost, unit price and description QuickBooks Desktop: QuickBooks Desktop Edit Item window for the Downpipe Clip inventory part

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Example: Estimates

FieldPulse: FieldPulse Estimate #5 record with line items, totals and Accepted status QuickBooks Desktop: QuickBooks Desktop Estimate window with the same three line items and 4.89 total

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Example: Invoices

FieldPulse: FieldPulse Invoice #12 marked Paid with line items and amount paid QuickBooks Desktop: QuickBooks Desktop Invoice form stamped PAID with the synced line items

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Example: Payments

FieldPulse: FieldPulse Payments tab listing two cash payments recorded against invoice 12 QuickBooks Desktop: QuickBooks Desktop Customer Payment window applying a cash payment to invoice 12

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Notes & limitations

  • Direction can differ from the general rule. Purchase orders, timesheets, credit memos, and tax rate items are one-way; check the direction table above before assuming an edit will flow back.
  • Tax rate items are read-only in FieldPulse after syncing — edit them in QuickBooks Desktop.
  • Credit memos arrive as general payments, and FieldPulse can’t distinguish a credit from a direct payment; that distinction is only visible in QuickBooks Desktop.
  • Character limits and special characters block transfers. Names over 31 characters and special characters ($, &, #, @, +, {, }, :) are the most common reasons a record won’t map. See the full list in Setting Up QuickBooks Desktop Before Syncing.