About QuickBooks Desktop Sync

ServiceCore is designed to sync with QuickBooks Desktop to keep your accounting and billing operations running smoothly. You can use ServiceCore to sync a variety of accounting, customer and financial data back and forth with QuickBooks Desktop. Because the sync happens on-demand, once you sync QuickBooks Desktop with ServiceCore, you control how often the sync happens.

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

Before You Start

Prepare for the sync

Before your QuickBooks Desktop 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 of sub customers will not import into ServiceCore.
  • You must replace or remove any unaccepted special characters from your records in QuickBooks. If your records use any special characters other than the ones on this list, the sync will fail.

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

  • You must have QuickBooks Desktop installed on your computer, or you must have QuickBooks Desktop accessible from your computer (if you use remote desktop)
  • You must have Admin or Owner level permission in ServiceCore to setup QuickBooks Desktop for sync
  • You must also be an Admin in QuickBooks Desktop
  • Before running the sync, QuickBooks must be in Single User Mode. Multi-User Mode will lock certain records in QuickBooks and prevent them from syncing.
  • Because QuickBooks Desktop is software installed on your computer, you will have to perform the sync manually each time you want data to pass back and forth from QuickBooks and ServiceCore
  • Desktop syncs do not happen automatically
  • The information below does not pertain to you if you use QuickBooks Online

What Syncs

The table below outlines what data syncs back and forth (to and from) QuickBooks Desktop and ServiceCore. If a particular type of data or information is not on the list below, it will not import into or export out of ServiceCore.

Import and Export

The data below imports into ServiceCore from QuickBooks Desktop. This data also exports out of ServiceCore to QuickBooks Desktop.

  QuickBooks     ServiceCore    
  Class     Category    
  Term Payment Term  
  Account     Account   We sync all account types.
  Item Sales Tax     Tax Rate    
  Item Sales Tax Group     Tax Code    
  Sales Tax Vendor     Sales Tax Agency    
  Service     Service    
  Customer     Customer   In QuickBooks Desktop, 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 Desktop.

  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 Desktop.
  Payment     Payment    
               

Sync Frequency

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

  • We recommend you perform a sync twice a day, once first thing in the morning and once as you leave the office
  • Our system uses a "bridge" or "holding" database
  • When you perform a sync this means data will flow between QuickBooks Desktop and ServiceCore any time you run the Web Connector by hitting "Update Selected"
    web_connector.png
  • When you perform a manual sync, you are syncing into this bridge database
  • By syncing twice a day, you ensure both systems are up to date

Sync Settings

There are a few sync settings that we will need to setup within ServiceCore before your first QuickBooks Desktop sync. These settings will be discussed with you during your ServiceCore customer onboarding. These are not settings you can change yourself, we will take care of this for you.

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

  Name   Description   Default 
  Import   If this setting is Enabled, your data will import into ServiceCore from QuickBooks Desktop.   Enabled
  Export   If this setting is Enabled, your data will export out of ServiceCore into QuickBooks Desktop.   Enabled
  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 Desktop 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
           

Accepted Characters

This section describes what special characters, besides letters and digits (A–Z, a–z, 0–9), are allowed for customers, sites or addresses that sync between QuickBooks Desktop and ServiceCore. A "character" is any letter, number, space, punctuation mark, or symbol that can be typed on a computer. Only certain characters, besides letters and digits (A-Z, a-z, 0-9), are allowed.

If you use any characters that are not on the list below, your sync will crash. We don't want this to happen to you! In order to prevent this, you will need to remove any unaccepted characters from your QuickBooks records.

Here is a list of the only accepted characters for syncing to and from QuickBooks Desktop and ServiceCore:

  Character   Description
  A–Z, a–z   Letters (uppercase or lowercase) 
  0–9   Numbers
  ,   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
       

Unaccepted Characters

Below are common characters that we see in syncs that cause it to crash. Please remove or replace any of these characters in your sites, addresses or customers before syncing.

  Character   Description
  "   Double quote
  $   Dollar sign
  %   Percent
  (   Left parenthesis
  )   Right parenthesis
  /   Slash
  :   Colon
  <   Less than
  =   Equal sign
  >   Greater than
  [   Left bracket
  \   Backslash
  ]   Right bracket
  ^   Caret
  `   Grave accent (backtick)
  {   Left brace (curly bracket)
  |   Vertical bar (pipe)
  }   Right brace (curly bracket) 
       

The list above does not include all possible characters. Please only use the characters listed in the accepted characters list.

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.

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