How do I connect QuickBooks Online?

Go to Settings›Integrations›QuickBooks, click Configure sync, choose QuickBooks Online as the integration type and click Connect to QuickBooks. Then choose how often to sync and what to sync: customers, inventory and invoices.

Before you start

• Back up QuickBooks before the first sync. Daily backups are recommended for the first few weeks.
• Clean up QuickBooks first. Delete or mark inactive any customers and items you don't want in IndusTrack; everything else syncs.
• Keep QuickBooks Online and IndusTrack both logged in (in separate browser tabs) while you connect.

Connect QuickBooks Online

1. Log in to IndusTrack.

2. In another browser tab, log in to QuickBooks Online.

3. In IndusTrack, go to Settings›Integrations›QuickBooks.

   

4. Click Configure sync.

   

5. For QuickBooks Integration Type, select QuickBooks Online.

   

6. Click Connect to QuickBooks.

   

7. On the QuickBooks page, log in if asked, then select your company.

   

8. Click Next.

   

9. Click Connect. You're sent back to IndusTrack, which shows that the connection is established.

   

To disconnect later, click Stop Connection in the upper right corner of the QuickBooks integration page.

Choose your sync settings

1. Sync Frequency. Pick how often IndusTrack syncs automatically. You can turn automatic sync off and sync by hand instead: go to Settings›Integrations›QuickBooks and click Sync Now.

   

   

2. What to sync. Select Customers, Inventory and Invoices as needed.

   

3. Customers. Choose one-way or two-way sync. For one-way, choose whether QuickBooks or IndusTrack is the master (see the table below).

   

   

4. Inventory. Choose one direction: QuickBooks to IndusTrack, or IndusTrack to QuickBooks. Two-way sync isn't available for inventory.

   

5. Chart of Accounts. Assign income and expense accounts for all inventory items here, or assign them item by item in the inventory settings. Click Save.

   

6. Invoices. Enable invoice sync. Invoices sync only from IndusTrack to QuickBooks.

   • Overwrite Invoice # from QuickBooks: choose which invoice number to use. When enabled, the IndusTrack invoice number is replaced by the QuickBooks invoice number after sync. Leave it off to keep the IndusTrack number.

   

Customer sync options

If you sync customers one way from QuickBooks to IndusTrack, your QuickBooks taxes and payment terms sync to IndusTrack automatically. Let them sync rather than setting them up again in IndusTrack; setting them up twice causes duplicates and invoice sync errors.

How customers sync

• Customers with several service locations in IndusTrack sync to QuickBooks Online as sub-customers.
• Sub-customers in QuickBooks Online sync to IndusTrack as service locations, on the Location tab of the customer's profile.
• Active customers in QuickBooks Online sync to IndusTrack as active, and inactive customers sync as inactive. Customers you mark inactive in IndusTrack are also marked inactive in QuickBooks Online after the sync cycle completes.
• Customer notes and attachments don't sync. Enter them by hand, or have the IndusTrack team import them from an Excel file. See How do I get my data into IndusTrack?
• Changes show in the other system after the next automatic sync or a manual sync.

How inventory syncs

• QuickBooks to IndusTrack: inventory, non-inventory, service and equipment items entered in QuickBooks sync to IndusTrack, including active and inactive items. The chart of accounts assigned in QuickBooks applies automatically. Items entered in IndusTrack don't sync to QuickBooks.
• IndusTrack to QuickBooks: items entered in IndusTrack sync to QuickBooks. Items entered in QuickBooks don't sync to IndusTrack.
  • Assign income and expense accounts to your IndusTrack items, or they won't sync.
  • Equipment items in IndusTrack sync to QuickBooks as inventory items.
  • If you mark an item non-taxable in IndusTrack, also mark it non-taxable in QuickBooks. Otherwise QuickBooks applies tax to it.
• When QuickBooks Online tax is set up, it applies automatically to inventory items marked taxable in IndusTrack.

Sync invoices to QuickBooks

1. In the Invoices module, check the invoice or invoices you want to sync.

2. Click More Actions›Mark for sync.

3. Click Yes to confirm. The invoice status changes to Ready for Sync.

   

4. Wait for the next automatic sync, or run a manual sync to send them right away.

5. Once synced, the invoice appears in QuickBooks and its status in IndusTrack goes back to Unpaid. If Overwrite Invoice # from QuickBooks is enabled, the invoice number in IndusTrack changes to match the QuickBooks invoice number.

   

   

6. When you mark the invoice paid in QuickBooks, it's marked Paid in IndusTrack after the next sync.

Only invoices marked Ready for Sync are sent; invoices don't sync automatically like customers and inventory. Invoices don't need to be approved in IndusTrack first; marking them for sync is enough. If your company wants a manager or supervisor to approve invoices before they're synced, that's your own internal step.

Tax and payment terms

Common questions