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What information syncs with QuickBooks Online?

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Pat Higgins
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The QuickBooks Online 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 Online and Work, the following data “mapping” tables have been provided to show:

  1.  Which information gets synced, or is supported, by QuickBooks Online 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 Online Sync will firstly check for a match between a Work Client & email and a QuickBooks Online Company & email. If the first check is unsuccessful, the QuickBooks Online Sync will carry out a second check for a match between a Work Client and a QuickBooks Online Company name. If records match, they will be linked, then QuickBooks Online Sync will check for the most recently updated record (either Work Client or QuickBooks Online 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 Online Customer during onboarding, the QuickBooks Online Sync must create a new Client/Customer in the other application.  The records will be linked and the QuickBooks Online Sync will move on to the Site/Sub-Customer matching process.

Work to QuickBooks Online

Work Fields Work Character Limit QuickBooks Online Fields QuickBooks Online Character Limit 
N/A N/A

Customer Default Tax1

 N/A

Client Name

 200 Company Name 100

Client Information: Status Dropdown 

 N/A  Make inactive button  N/A 

Notes

 2GB Notes 2000

Phone Number 

 50  Phone  21 

Mobile 

 50 Mobile  21

Fax 

 50  Fax  21 

Email 

 100  Email 100 

Street 1 

 100 Address Line 1 500

Street 2

 100 Address Line 2 500

City

 100 City 255

Postcode

 50 Zip/Postal code 31

State

 N/A State/Province 255

Country

 N/A Country 255
First Name(Main Contact Only) 100  First Name

252

Last Name(Main Contact Only)  

 100 Last Name 15

Client Name + Client Code3

 200 Display Name 100
  1. Based On QuickBooks Online default tax settings. 
  2. Character count includes space or special characters after the first name. 
  3. Client Code is used only if set to allow duplicate clients is "True". 

 

QuickBooks Online to Work

QuickBooks Online Fields QuickBooks Online Character Limit  Work Fields Work Character Limit

Customer Default Tax1

 N/A N/A N/A

Company Name

 100 Client Name 200

Make inactive button 

 N/A  Client Information: Status Dropdown N/A

Notes

 2000 Notes 2GB

Phone 

 21 Phone Number  50

Mobile 

 21 Mobile  50

Fax 

 21 Fax 50

Email

 100 Email 100

Address Line 1

 500 Street 1 100

Address Line 2

 500 Street 2 100

City

 255 City 100

Zip/Postal Code

 31 Postcode 50

State/Province

 225 State N/A

Country

 255 Country N/A
First Name

252

 First Name(Main Contact Only) 100

Last Name

 15 Last Name(Main Contact Only)   100

Display Name

 100 Client Name + Client Code3 200
  1. Based On QuickBooks Online default tax settings. 
  2. Character count includes space or special characters after the first name. 
  3. Client Code is used only if set to allow duplicate clients is "True". 

 

Site Data Mapping(Onboarding Sync Only) 

The QuickBooks Online Sync will firstly check for a match between a Work Site and a QuickBooks Sub-Customer name. If records match, they will be linked then QuickBooks Online Sync will check for the most recently updated record (either Work Site or QuickBooks Online Sub-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 Site or QuickBooks Online Sub-Customer during onboarding, the QuickBooks Online Sync must create a new Site/Sub-Customer in the other application. These will be linked and data will be copied to the newly created record.

 

Work to QuickBooks Online

Work Fields Work Character Limit QuickBooks Online Fields QuickBooks Online Character Limit
Site Name 200 Display name as 100
Street 1 100 Address Line 1  500
Street 2 100 Address Line 2  500
City 100 City/Town 255
Postcode 50 Zip code 31
State N/A State/Province 255
Country N/A Country 255
Phone 50 Phone 21
Mobile 50 Mobile 21
Fax 50 Fax 21
Email 100 Email 100
Notes 2GB Notes 2000

 

QuickBooks Online to Work

 QuickBooks Online Fields QuickBooks Online Character Limit  Work Fields  Work Character Limit
 Display name as 100  Site Name  200
 Address Line 1  500  Street 1 100 
 Address Line 2  500  Street 2 100 
 City/Town 255  City 100 
 Zip code 31  Postcode 50 
State/Province 255   State N/A 
Country 255   Country N/A 
Phone 21   Phone 50 
Mobile 21 Mobile 50
Fax 21 Fax 50
Email 100 Email 100
Notes 200 Notes 2GB

 

Default State and Country

Client Sync (Onboarding and Continuous Sync) 

If the customer record in QuickBooks Online does not have a value for Country, OR has an invalid Country name, the Country value will default to the Company Details that are currently set up in Work. This information can be found in Work by going to Settings > Company Settings > Company Details > Settings > Default Client Country.

If the customer record in QuickBooks does not have a value for State, does not contain an invalid State name, OR does not have a valid US state code, then this option is selected - Use default state: [state] when syncing Client records to Work.

  • When this option is selected, State value will default from the Company Details that are currently set up in Work. This information can be found in Work by going to Settings > Company Settings > Company Details > Settings > Default Client State.
  • When this option is NOT selected, an error message will appear due to the sync failing. See Errors here.

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Site Sync (Onboarding Sync) 

Country/State fields are mandatory in Work. These are not mandatory for QuickBooks Online.

A new checkbox is available in the QuickBooks Online Sync Settings to give the customer an option to use default Client Site details if mandatory fields are invalid/blank.

If the setting is disabled and both the Customer and Sub-Customer record have invalid or blank state and country; Onboarding sync will fail for the QuickBooks Online Sub-Customer. 

If the setting is enabled and the Sub-Customer is missing both the state/county; Sub-Customer will use state/country of the Customer.

If the setting is enabled and the state is missing from the Sub-Customer;

  • If the Customer record and Sub-Customer have the same country in QuickBooks, the state of the Customer will be used for the Sub-Customer. 
  • If the Customer record and Sub-Customer don't have the same country in QuickBooks, the onboarding sync will fail for the Sub-Customer. 

If the setting is enabled and the country is missing from the Sub-Customer;

  • If the Sub-Customer's state is in the Customer's country, the country from the Customer record will be used for the Sub-Customer record. 
  • If the Sub-Customer's state is not in the Customer's country, onboarding will fail for the Sub-Customer. 

If the setting is enabled and the Sub-Customer's state is not in the country listed(invalid data); onboarding sync will fail for the Sub-Customer. 

Note: QuickBooks Online allows a mismatch of state/country in a Sub-Customer record which is considered invalid data in Work. 

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Invoice Data Mapping (Manual/Continuous Sync)

Invoices in Work are pushed to QuickBooks Online as Sales Transactions to the associated Customer account.

  • Invoices will be automatically synchronized from Work to QuickBooks on creation.
  • Subsequent updates to these invoices in Work will be synchronized from Work to QuickBooks Online and will overwrite changes made in QuickBooks Online.
  • Only Invoices created or updated after the integration is enabled will be synced from  Work to QuickBooks Online.

Work Fields

 QuickBooks Online Fields

Invoice Number

 Invoice #

Client Name

 Customer Name 
Client Main Address 

Billing Address 1
N/A

Terms2
Invoice Date

Invoice date
Due Date

Due Date
 Item Name

 Product/Service 
 Item Description 

Description 
 Quantity

Quantity
Sell Price Ex *

Rate
Total (Excl Tax)

Amount

Tax %3

 Tax
N/A

Tax Rate4
N/A

Total5
  1. Client name maps to Billing address row 1; Street 1 maps to Billing address row 2; Street 2 maps to billing address row 3; City + State + Postcode maps to Billing address row 4; Country maps to Billing address row 5.
  2. The Terms field is set based on the QuickBooks Online Customer record settings.
  3. If an Item has a tax rate applied in Work, it will be marked as taxable in QuickBooks Online. The tax rate used on the Invoice in QuickBooks will be taken from the QuickBooks “Customer Tax Info” tab in Customer details.
  4. Set based on Client default rate/Company settings in QuickBooks.
  5. Totals will be calculated in QuickBooks.

 

Payment Data Mapping(Manual/Continuous Sync)

Payment records created in Work will always create new records in QuickBooks Online.

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

Work Fields

 QuickBooks Online Fields
Client Name 

Customer Name 
Invoice ID

Invoice ID1
Payment Date

Payment Date

Payment Type2

 Payment Method 
Received Amount($)

Amount Received 
Payment Notes

Memo
Check Number

Reference no.

 

  1. The Invoice ID is the same as the Invoice Number and stored internally. QuickBooks will display it as part of the Payment description.
  2. If the Payment type on a Work payment does not exist in QuickBooks, it will be created when the payment is pushed to QuickBooks. 

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