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What information syncs with QuickBooks Desktop?

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Pat Higgins
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This article refers to the newest version of the QuickBooks Desktop Sync, released to some customers starting April 2018. 

The QuickBooks Desktop Sync allows Work to update two categories of data in QuickBooks during onboarding:

  • Clients: Two-way sync between Work and QuickBooks
  • Sites: Two-way sync between Work and QuickBooks

After the onboarding phase, the QuickBooks Desktop Sync allows Work to update three categories of data in QuickBooks:

  • Clients: 2-way sync between Work and QuickBooks
  • Invoices: 1-way push from Work to QuickBooks
  • Payments: 1-way push from Work to QuickBooks

When syncing data between QuickBooks Desktop and Work, the following data “mapping” tables have been provided to show:

  1.  Which information gets synced, or is supported, by QuickBooks Desktop Sync
  2. Which fields match (or “map”) to the other system

This mapping information will help ensure you know whether the certain information will sync, or not – and if so, where that information will go.

Client Data Mapping(Onboarding & Manual/Continuous Sync)

The QuickBooks Desktop Sync App will firstly check for a match between a Work Client and a QuickBooks Desktop Customer name. If the first check is unsuccessful, the QuickBooks Desktop Sync App will carry out a second check for a match between a Work Client and a QuickBooks Desktop Company name. If records match, they will be linked and the Sync App will check for the most recently updated record (either Work Client or QuickBooks Desktop Customer). The most recent record will be used to update the matching record in the other application.   

If a match cannot be found for a Work Client OR QuickBooks Desktop Customer during onboarding, the QuickBooks Desktop Sync App must create a new Client/Customer in the other application. The records will be linked and the QuickBooks Desktop Sync App will move on to the Site/Job matching process.

Work to QuickBooks Desktop

Work Fields  Work Character Limit QuickBooks Desktop Fields  QuickBooks Desktop Character Limit 
 Client Name  200   Customer Name 41
 Bill To -> Street 1
 Status N/A  Inactive Flag1 N/A
 Street 1 100  Bill to -> Street 2 41
 Street 2 100  Bill to -> Street 3 41
 City 100  Bill to -> City 31
 Postcode 50  Bill to -> Zip / Postal code 13
 State N/A  Bill to -> State 21
 Country N/A  Bill to -> Country 31
 Phone 50  Main Phone 21
 Email 200  Email 1023
 Fax 50  Fax 21
 Mobile 50  Alt Phone 21
 Primary Contact -> First Name 100  First Name2 25
 Primary Contact -> Last Name 100   Last Name 25
 Primary Contact -> First Name 100   Primary Contact -> First Name 41(combined)
 Primary Contact -> Last Name 100   Primary Contact -> Last Name 41(combined)
  1. Only Client records that are set to “Active” status will be synced to QuickBooks Desktop.
  2. The contact will only be mapped if there are primary contacts created in Work. If not, then no Contacts are mapped to QuickBooks Desktop.

 

Since the client sync is a two-way integration, some rules and conditions can be different when data is synced from QuickBooks Desktop to Work. This table shows the Client information that syncs from QuickBooks Desktop to Work. 

 QuickBooks Desktop to Work

QuickBooks Desktop Fields QuickBooks Desktop Character Limit  Work Fields Work Character Limit
Customer Name 41 Client Name 200
Bill To: Address Line 1 41  Street 1 (Conditional – see notes below)1 100 
Bill To: Address Line 2 41  Street 1 or Street 22 100 
Bill To: Address Line 3 41  Street 23 100 
Bill To: City 31  City 100 
Bill To: Zip/Postal Code 13  Post Code 50 
Bill To: State/Province 21  State N/A 
Bill To: Country 31  Country N/A 
Main Phone 21  Phone 50 
Main Email 1023  Email 200
Fax 21  Fax 50 
Alt Phone 21  Mobile 50 
First Name 25 Primary Contact -> First Name4 100 
Last Name 25  Primary Contact -> Last Name 100 
Contact Name 41  N/A N/A 
  1.  In QuickBooks Desktop, the “Bill To” address field automatically includes the Customer Name in the first line. If this is the case, the mapping will disregard this line 1 information and will start mapping the 2nd line of information to the “Street 1” address field in Work instead.
  2. Following the rule above, all other QuickBooks Desktop “Bill To” street address information will automatically adjust when syncing to Work.
  3. If Bill to Street 2 line has already been mapped to Street 2, then any more address information found in QuickBooks Desktop “Bill To Street 3” information will be displayed together with Work line address 2 (“Street 2”), like so: "QuickBooks Street 2" + ", " + QuickBooks Street 3" (“QuickBooks Ave., Ste. #101”)
  4. If no information is entered in QuickBooks Desktop’s “First Name” field, then no contact is mapped or created in Work.

Site Data Mapping(Onboarding Sync Only) 

The QuickBooks Desktop Sync App will firstly check for a match between a Work Site and a QuickBooks Desktop Job name. If records match, they will be linked, and the Sync App will check for the most recently updated record (either Work Site or QuickBooks Desktop Job). The most recent record will be used to update the matching record in the other application.

If a match cannot be found for a Work Site or QuickBooks Desktop Job during onboarding, the QuickBooks Desktop Sync App must create a new Site/Job in the other application. These will be linked and data will be copied to the newly created record.

Work to QuickBooks Desktop 

Work Fields Work Character Limit QuickBooks Desktop Fields QuickBooks Desktop Character Limit
Site Name 200 Job Name 41
Bill To: Address Line 1
Street 1 100 Bill To: Address Line 2 41
Street 2 100 Bill To: Address Line 3 41
City 100 Bill To: City 31
Postcode 50 Bill To: Zip/Postal Code 13
State N/A Bill To: State/Province 21
Country  N/A Bill To: Country  31

The QuickBooks Desktop Sync has the ability to recognize which jobs are located at a customer location. This specific information is labeled differently in Work than in QuickBooks.

  • When a job is performed at a location other than the Customer’s “Bill To” address in QuickBooks, these are recorded as a “Job Location” in QuickBooks Desktop.
  • In Work, these locations are called “Sites” and are created as other addresses under the main Client. These sites can exist with or without a job.
  • During the sync, if an invoice is created for a Site in Work, it will be pushed to QuickBooks Desktop as a job under the customer, keeping the original set-up of the customer records.

QuickBooks Desktop to Work

Work Fields 

QuickBooks Desktop Fields 

Site Name

Job Name

Client Name

Bill to -> Address Line 1

Client -> Street 1

Bill to -> Address Line 2

Client -> Street 2

Bill to -> Address Line 3

Client -> Suburb

Bill to -> City

Client -> State

Bill to -> State / Province

Client -> Post Code

Bill to -> Zip / Postal Code

Client -> Country

Bill to -> Country

Job -> Site Name

Ship to -> Address Line 1

Job -> Street 1

Ship to -> Address Line 2

Job -> Street 2

Ship to -> Address Line 3

Job -> Suburb

Ship to -> City

Job -> State

Ship to -> State / Province

Job -> Post Code

Ship to -> Zip / Postal Code

Job -> Country

Ship to -> Country

 

Invoice Data Mapping

Invoices in Work are pushed to QuickBooks Desktop to the associated Customer account.

  • All new Invoices created in Work will also be created in QuickBooks Desktop
  • Any changes made to these invoices in Work will be updated in QuickBooks Desktop and will overwrite changes made in QuickBooks.
  • Only Invoices created or updated after the integration is enabled will be pushed from Work to QuickBooks Desktop.

Work Fields 

QuickBooks Desktop Fields 

Invoice #

Invoice #

Invoice Date

Date

Due Date

Due Date

Invoice Note

Memo

Client Name

Bill to -> Street 1

Client -> Street 1

Bill to -> Address Line 2

Client -> Street 2

Bill to -> Address Line 3

Client -> Suburb

Bill to -> City

Client -> State

Bill to -> State / Province

Client -> Post Code

Bill to -> Zip / Postal Code

Client -> Country

Bill to -> Country

Job -> Site Name

Ship to -> Name

Job -> Street 1

Ship to -> Address Line 1

Job -> Street 2

Ship to -> Address Line 2

Job -> Suburb

Ship to -> City

Job -> State

Ship to -> State / Province

Job -> Post Code

Ship to -> Zip / Postal Code

Job -> Country

Ship to -> Country

Job Description

Customer Message (Off by Default)

Job Type

Class

Tax Rate

Taxable / Non-taxable1

Item Name

Item Code

Quantity

Quantity

Item Description

Description2

Unit Price (rounded)

Price

Job Type

Class3
  1. The “Tax” or “Non-Tax” indicator will map only if the "Using Sales Tax" Setting is enabled in QuickBooks Desktop.
  2. Line Item may also create new Inventory Item in QuickBooks. See Non-inventory part below.
  3. The matching QuickBooks Class will be assigned based on the selections you made during set-up. For batch invoices, the line items can have different classes.

 Work Tax Rate -> QuickBooks Sales Tax Item

Work Fields 

QuickBooks Desktop Fields 

Tax Name

Sales Tax Name

Tax Rate

Tax Rate (%)

N/A

Tax Agency

 

 Work Inventory Item / Labor Item -> QuickBooks Non-inventory Part

Work

QuickBooks Desktop Fields 

Item Name

Item Name/Number

Item Name

Manufacturer's Part Number

N/A

Account

 

 Payment Data Mappings

Payment records created in Work will always create new payment records in QuickBooks Desktop.

  • Any changes made to existing payments in Work that have already been pushed to QuickBooks Desktop will not be updated
  • These changes will be pushed as new payments in QuickBooks Desktop
  • Only payments created after the sync is enabled will be pushed to QuickBooks Desktop

 Work Payment -> QuickBooks Payment

Work

QuickBooks

Check Number

Reference / Check #

Payment Date

Date

Payment Type

Payment Method

Invoice Number

Number

Amount

Payment Amount

Payment Notes

Memo

 

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