Getting Started with QuickBooks Online Sync

Work's QuickBooks Online Sync enables information to flow between their QuickBooks Online account and Work by continuously syncing Clients/Customers information between Work and QuickBooks and during onboarding only sync Sub-Customer/Sites between Work and QuickBooks. As well as continuously pushing Invoices and Payments from Work into QuickBooks Online.

Connecting to QuickBooks Online

Admins are paired with an Integration Specialist that will walk through the setup process with them.   

To find QuickBooks Online Sync, contact Customer Support to get paired with an Integration Specialist and follow the below steps together.

Navigate to Settings > Integrations > QuickBooks Online

Select Connect to QuickBooks.

This will bring up the QuickBooks authorization page where you can log into the QuickBooks Online account you would like to integrate with.

If you successfully authorize access the window will close and you will be brought to the QuickBooks Online Sync Settings.

On this page, you will be able to decide what is updated upon integration.  As stated, Clients and Sites are a two-way sync, while Invoices and Payments are 1-way from Work into QuickBooks. 

Note: The two-way sync for sites will ONLY be available during the initial onboarding sync. 

Selecting Clients

Since a Client match is a required for Invoices and Payments to sync over to QuickBooks, the Clients checkbox will be selected by default. 

A ‘Use default state’ checkbox is also available and will be checked by default. If a customer record from QuickBooks doesn't have the full address including State, the Sync will use the default State set in Work (Settings>>Company Details>>Settings) 

Admins can choose to un-check this option. However, you might encounter the following error while syncing: “The Client record has an unknown State of Country <United States>. Please add a State to the QuickBooks record or enable the 'Use default State' in the Work Sync settings and synchronize again.”

 Selecting Sites 

Admins can select "Create Work Sites from QuickBooks Sub-Customers during onboarding" to sync over QuickBooks Sub-Customers as Work Sites. 

A ‘Use Client state/country when creating Client Sites in Work' checkbox is also available. When this option is selected the QuickBooks Sub-Customers record will use Country and State information from the QuickBooks Customer record.

Admins can choose to un-check this option. However, you might encounter an error while syncing. Learn more about that error here. 

Selecting Invoice

Admins are able to send Invoices created in Work to QuickBooks Online by selecting Invoices in Sync Settings. This is an optional setting and if selected Admins will be able to set up some additional settings. 

If the Item in Work matches an Item in QuickBooks, the Item will be updated, otherwise, it will be created

‘Use this Income Account’

This is a required field when Invoice is selected, the drop-down menu will display all the Income Accounts that are set up in QuickBooks. 

You will be able to select which Invoice account you would like to use from a drop-down menu.

When syncing Billing Items, the items will be posted to the selected Income account.

‘Use this Expense Account’

This is a required field when Invoice is selected, the drop-down menu will display all the Expense Accounts that are set up in QuickBooks. 

You will be able to select which Expense account you would like to use from a drop-down menu.

When syncing Billing Items, the items will be posted to the selected Expense Account.

Selecting Payments

The Payments checkbox will only become active if Invoices has been selected.     

Payments will be mapped to the Customer in QuickBooks Online. 

‘Deposit payments to this account’

You must select an account from this drop-down to move on. This will allow you to pick the payment account that all your payment amounts will post to your QuickBooks Online account. 

Enabling the Integration

To complete the setup, Admin should select Enable Integration to start the initial sync. 

This will bring you back to your QuickBooks Online Integration page.  This will now reflect what you have set up for your Integration.

At the top of the page, you will see a Disconnect button in the upper right.  This will allow you to disconnect manually and stop the sync.

Below that is your Sync Settings.  This will show you all of your sync options.  If you have chosen to sync Clients, Invoices or Payments they will have a green checkmark.  If you have not chosen to sync Clients, Invoices or Payments they will have a red x.