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Who uses this: Admins manage sync settings; the sync then runs for the account. Availability: Requires the customer’s own QuickBooks Online subscription (Essentials, Plus, or Advanced) and is available in the United States, Canada, and Australia. After syncing with QuickBooks Online, you set your sync defaults, choose how tax is applied, and use the Sync Management page to catch any records that didn’t come over. This page covers everything you do once the connection is live.

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Overview

Once FieldPulse and QuickBooks Online are connected, most records sync automatically as you create and edit them. You can change every sync option at any time on individual invoices and items, or in Company Settings > Estimate & Invoices > QuickBooks subtab. Estimates & Invoices QuickBooks subtab showing the integration toggles and default accounts

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Before you begin

  • Finish connecting the two systems in How to Sync With QuickBooks Online.
  • Have your QuickBooks Online chart of accounts and business classes set up, since FieldPulse pulls sales/purchase accounts and classes from QuickBooks Online.

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Set your sync order

The order in which you sync records on the QuickBooks subtab matters. Sync in this order:
  1. Customers
  2. Invoices
  3. Line Items
  4. Sync Classes
Syncing out of order can leave related records unable to sync — for example, an invoice can’t sync until its customer and line items have synced.

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Set the default tax rate

The Always Apply Default Tax Rate toggle controls how tax is applied to new estimates and invoices. When it is on, every newly created estimate and invoice applies the selected default tax rate. This setting only affects records created after you enable it. How tax behaves depends on the Always Apply Default Tax Rate toggle, your FieldPulse AutoTax setting, and your QuickBooks Online AutoTax setting, when you create a new estimate or invoice:

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How synced records appear

  • Customers — a synced customer shows the QuickBooks logo on the customer record. To sync one manually, select Sync with QuickBooks on the customer record.
FieldPulse customer record with the Sync with QuickBooks button highlighted
  • Invoices — a synced invoice shows Open in QuickBooks, which opens that invoice in QuickBooks when clicked. Invoices begin syncing once they reach Invoiced status (awaiting payment); the attached customer, invoice items, and tax rate are also synced.
FieldPulse invoice record with the QuickBooks logo and the Open button highlighted
  • Deletes and archives — records deleted or archived in FieldPulse are also deleted in QuickBooks.
  • Sales & purchase accounts — when you create a line item, you can choose which sales and purchase accounts it’s filed under in QuickBooks. If you don’t choose one, it defaults to the accounts selected during the initial sync.
FieldPulse Add New Item dialog with the Sales Account and Purchase Account fields highlighted
  • Business classes — classes categorize invoices. Create new classes in QuickBooks Online, then assign a class when you create an invoice in FieldPulse.
FieldPulse Create a new invoice screen showing the QuickBooks Class dropdown

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Find records that didn’t sync

To see which records haven’t synced, open the QuickBooks Online Statistic page. QuickBooks Invoice Settings page with the QuickBooks Online Statistic button highlighted There you can:
  • See the date and time of your most recent sync.
  • Identify unsuccessful records and the reason each failed.
  • Search among your records.
  • Use the Review Status column to close and filter out resolved errors.
Switch between the FieldPulse and QuickBooks Online views on this page to locate where the sync issue is. Select a failed record’s details to open it, correct the error, and re-sync. For the full list of error messages and their fixes, see Troubleshooting QuickBooks Online Sync Errors. QuickBooks Online Statistic page listing failed records with error messages and Review Status Your setup is working when new invoices show Open in QuickBooks after reaching Invoiced status, synced customers show the QuickBooks logo, and the Statistic page reports a recent sync with no open errors.