Connect QuickBooks Online
Two-way sync of customers, your price book, invoices and payments.
In Jobs › Settings, under QuickBooks Online, click Connect to QuickBooks, sign in to Intuit and choose your company. Only the account owner can connect it. The first sync starts right away; after that it runs every 15 minutes, and sooner when something changes in QuickBooks.
What syncs
- Customers, both ways. A customer you invoice is added to QuickBooks (matched by email or name if they're already there). Customers added or edited in QuickBooks come into CrewRobin. QuickBooks sub-customers aren't copied.
- Price book, both ways. Name, description, price and active. Products and services added in QuickBooks show up in your price book.
- Invoices, CrewRobin to QuickBooks. Sent invoices (not drafts) are created in QuickBooks with the same number, and updated or voided with CrewRobin. Invoices you make in QuickBooks aren't copied in. If you'd already typed an invoice into QuickBooks with the same number and customer, it's linked instead of duplicated. On connect, open invoices and the last 90 days' invoices go over.
- Payments, both ways. Card payments in CrewRobin are recorded against the QuickBooks invoice. A payment you record in QuickBooks against a synced invoice (a check, say) marks it paid in CrewRobin.
If a record changed on both sides since the last sync, the later edit wins.
Sales tax: QuickBooks works out US sales tax from the customer's address, so its total can differ from CrewRobin's. When it does, the invoice is listed under Needs a look with both totals.
If something doesn't sync
It's listed under Needs a look with QuickBooks' reason. Fix it (often in QuickBooks), then click Try again, or wait for the next sync. Sync now runs one straight away.
Disconnect
Disconnect stops syncing. Nothing is deleted on either side, and reconnecting the same company picks up where it left off. Connecting a different company starts fresh.