About QuickBooks Online Sync

ServiceCore is designed to sync with QuickBooks Online to keep your accounting and billing operations running smoothly, with minimal effort. You can use ServiceCore to sync a variety of accounting, customer and financial data from ServiceCore to QuickBooks Online. Because the sync happens automatically, once you setup QuickBooks Online to sync with ServiceCore, you can set and forget.

In this article, you'll learn about how ServiceCore syncs with QuickBooks Online.

Before You Start

Prepare for the sync

Before your QuickBooks Online sync occurs for the first time, there are a few preliminary steps what will occur during your initial ServiceCore onboarding process. These steps include:

  • A data review with the ServiceCore onboarding team before you sync.
  • In the data review, we make sure all data is consistent with address formats being in the same format (street name on line 1 or line 2).
  • If street name in the addresses are on line 2 we will need to change a sync setting for you before you sync for the first time.
  • Also, all sub customers must only be one sub customer deep. In other words, sub customers cannot have sub customers.

Here are some other things to know before you can sync ServiceCore with QuickBooks Online:

Initial Import

What Syncs: Full Import from QuickBooks into ServiceCore

The table below outlines what data you can choose to send from QuickBooks Online to ServiceCore during your initial sync. A full sync only happens once at the beginning of your sync when we connect the two accounts.

After the initial sync, accounting transactions will become export-only. This means that payments, invoices, credit memos and refunds entered in ServiceCore will export to QuickBooks. Any payments, invoices, credit memos or refunds made in QuickBooks will not sync back to ServiceCore. If a particular type of data or information is on the list below, it will sync with ServiceCore during your initial sync.

  QuickBooks     ServiceCore    
  Class     Class    
  Term     Payment Term  
  Chart of Account     Chart of Account   We import all account types except NonPosting.
  Tax Rate     Tax Rate   Only imports when using QuickBooks Online Automated Sales Tax.
  Tax Code     Tax Code   Only imports when using QuickBooks Online Automated Sales Tax.
  Tax Agency     Tax Agency   Only imports when using QuickBooks Online Automated Sales Tax.
  Service     Service    
  Customer     Customer   All sub customers must only be one sub customer deep. Sub customers cannot have sub customers.
  Job     Site   We only import first level jobs. Any jobs nested deeper than one level will not import.
  Invoice     Invoice    
  Credit Memo     Credit Memo    
  Payment     Payment   P.O. Number (PO#) and Job Name do not sync from ServiceCore to QuickBooks Online.
  Refund     Refund    
               

After Initial Import

After your initial import from QuickBooks into ServiceCore, non-accounting data will continue to sync both ways. Accounting transaction data will be export only from ServiceCore to QuickBooks. It's important to keep this in mind to prevent any surprises. If you do your accounting transaction work in QuickBooks Online, it’s not going to sync back to ServiceCore.

If you record invoices, payments, credit memos and refunds in QuickBooks:

  • These will not show up in ServiceCore
  • Customer account balance, status, and aging report amounts will be off
  • ServiceCore will not match the amounts you see in QuickBooks

Whatever transactions you do in QuickBooks stay in QuickBooks!

 

Import and Export

After your initial import, the data below imports into ServiceCore from QuickBooks Online. This data also exports out of ServiceCore to QuickBooks Online.

  QuickBooks     ServiceCore    
  Class     Class    
  Term Payment Term  
  Accounts     Accounts    
  Item Sales Tax     Tax Rate    
  Item Sales Tax Group     Tax Code    
  Sales Tax Vendor     Sales Tax Agency    
  Service     Service    
  Customer     Customer   In Quickbooks Online, Customers share namespace with Employees and Vendors. None can be named the same.
  Job     Site   We only import first level jobs. Any jobs nested deeper than one level will not import.
               

Export Only

The data below only exports from ServiceCore to QuickBooks Online after your initial import.

  ServiceCore     QuickBooks    
  Invoice     Invoice    
  Credit Memo     Credit Memo   Applied Credit Memos in ServiceCore currently do not export as applied to an invoice. You will have to apply them manually in Quickbooks Online.
  Payment     Payment    
  Refund     Refund     
               

What Does Not Sync

The table below outlines what data does not sync back and forth (to and from) QuickBooks Online and ServiceCore during your initial sync and afterwards. If this data were to sync, it would cause your QuickBooks Online sync to fail.

  QuickBooks   X   ServiceCore    
  Services   X   Deactivated Services   Invoices that use deactivated or deleted services will fail to sync.
  Payments   X   Deleted Payments Payments that are deleted from within ServiceCore will not sync to QuickBooks and will not be deleted from QuickBooks.
  "P.O. Number" on Payments   X   N/A   Payments do not have P.O Numbers in ServiceCore, so these will not sync to QuickBooks Online.
  "Job Name" on Payments   X   N/A Payments do not have Job Names in ServiceCore, so these will not sync to QuickBooks Online.
  Journal Entries   X   N/A   Journal Entries made in QuickBooks will not sync to ServiceCore.
  Checks   X   N/A ServiceCore only allows transaction types of "Invoice" and "Credit Memo". Transactions with a type of "Check" in QuickBooks are not imported into ServiceCore and will not sync.
               

Sync Frequency

Here are a few things to know about the frequency of the sync between ServiceCore and QuickBooks online:

  • The sync is automated
  • You do not need to reconnect your sync everyday, this is a per-item sync process that happens in real time

Sync Settings

Here are some important things to know about sync settings between ServiceCore and QuickBooks Online:

  Name   Description   Default 
  Use Site Shipping Address   Sites in ServiceCore are allowed to have one address field. This address is meant to be the physical address of the site. In QuickBooks Online this is the Site Shipping Address. In ServiceCore this is the Site Address.
  • If this setting is Enabled, we will import the QuickBooks Site Shipping Address into ServiceCore as the Site Address
  • If this setting is Disabled, we will instead import the QuickBooks Site Billing Address into ServiceCore as the Site Address
  Enabled
  Name on Line One of Site Address   All of your Site Addresses must be in one of two Address Formats shown below.
  • If this setting is Enabled, we will assume all sites are in Format 1
  • If this setting is Disabled, we will assume all site addresses are in Format 2

We support either format. You must choose one format and 100% of your sites will have to be in that format for the sync to work properly.

  Enabled
  Name on Line One of Customer Address   All of your Customer Addresses must be in one of two Address Formats shown below.
  • If this setting is Enabled, we will assume all sites are in Format 1
  • If this setting is Disabled, we will assume all site addresses are in Format 2

We support either format. You must choose one format and 100% of your sites will have to be in that format for the sync to work properly.

  Enabled
           

Address Formats

There are two types of address formats supported by ServiceCore depending on whether the Name on Line One of Site Address settings above are enabled or disabled.

Here are examples of both address formats:

Format 1

If name is on line one, we will assume all site addresses and customer addresses use the format below (Format 1). In this case, the name on line one of site address and customer address settings will be Enabled.

  Description   Example
  Line 1     Customer Name     Line 1     ServiceCore
  Line 2   Street Address     Line 2   405 Urban Street  
  Line 3   Secondary Address     Line 3   Suite 120
  Line 4   <Not Used by ServiceCore>       Line 4  
  Line 5   <Not Used by ServiceCore>     Line 5  

 

Format 2

If name is not on line one, we will assume all site addresses and customer addresses use the format below (Format 2). In this case, the name on line one of site address and customer address settings will be Disabled.

  Description   Example
  Line 1     Street Address     Line 1     405 Urban Street  
  Line 2   Secondary Address     Line 2   Suite 120
  Line 3   <Not Used by ServiceCore>       Line 3  
  Line 4   <Not Used by ServiceCore>     Line 4  
  Line 5   <Not Used by ServiceCore>     Line 5  

 

What if I am unsure which format I use?

If you are unsure what format your addresses use, we will review this together with you during your initial ServiceCore onboarding process.

 

Acceptable characters

QuickBooks Online has restrictions on which special characters can be used in their system, and used in the sync to their system. Below is a list of accepted characters from QuickBooks Online. The full article is linked here: Acceptable characters in QuickBooks Online

If you use a character not on this list, it is likely the record using the invalid character will not sync from ServiceCore into QuickBooks. The only special characters that will sync to QuickBooks Online are in the list below.

Here is a list of accepted characters:

  • Alpha-numeric:  A-Z, a-z, 0-9
  • Comma:   ,
  • Dot or period:   .
  • Question mark:   ?
  • At symbol:   @
  • Ampersand:   &
  • Exclamation point:   !
  • Number/pound sign:   #
  • Single quote:   '
  • Tilde:   ~
  • Asterisk:   *
  • Space: ( )
  • Underscore:   _
  • Minus sign/hyphen:   -
  • Semi-colon:   ;
  • Plus sign:   +

 

FAQs

Below are frequently asked questions about QuickBooks Online integration.

After the initial full sync, how far back in time does the sync go?

The full initial sync is for all QuickBooks online data ever (from the beginning of time). There is no setting yet that allows QuickBooks Online users to have their sync data start from a specific date. If you have QuickBooks data from 2001, 2007, 2019, etc., your sync will include all of that information, including any data you have in your QuickBooks account through today.

Does the sync utilize dates of the transaction? Meaning, if I fix today a transaction dated 6/1/19, does the system sync that?

Yes. Updates to transactions are synced upon saving and will sync to your QuickBooks account immediately.

Does the sync rules apply equally to payments and invoices?

For specific rules, please see the What Syncs section above and the What Does Not Sync section above for specific information about these rules.

If I delete invoices in ServiceCore and not in QuickBooks, what will happen?

If you only delete invoices from ServiceCore, those invoices will still appear in QuickBooks Online.

Why doesn't the sync import accounting transactions from QuickBooks back into ServiceCore?

Learn why in this article: QuickBooks Online Automated Sales Tax.

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