Important Notice:
ServiceCore no longer offers new integrations with QuickBooks Desktop. This change aligns with Intuit/QuickBooks' shift in support policies and their recommendation for users to transition to QuickBooks Online.
For customers with an existing QuickBooks Desktop integration, we continue to provide support and maintenance.
Before You Start
Before using the QuickBooks Desktop integration, here’s what you need to know:
✅ Legacy Integration Only: New setups are no longer available.
✅ Manual Sync Required: You must manually sync data between ServiceCore and QuickBooks Desktop.
✅ Single-User Mode Needed: QuickBooks Desktop must be in Single-User Mode before syncing.
✅ Admin Access Required: You must have Admin or Owner permissions in both ServiceCore and QuickBooks Desktop to perform a sync.
How the Sync Works
The QuickBooks Desktop integration allows you to sync various accounting, customer, and financial data between ServiceCore and QuickBooks. However, because QuickBooks Desktop runs locally on your computer, syncing must be done manually each time you want data to pass between the two systems.
Sync Frequency Recommendation
- Sync at least twice per day:
- Once in the morning.
- Once before leaving the office.
- Data flows between ServiceCore and QuickBooks Desktop when you manually run the Web Connector and click "Update Selected."
- Syncing twice daily ensures both systems stay updated.
What Data Syncs?
The following tables outline what data syncs between QuickBooks Desktop and ServiceCore.
Bidirectional Sync (Imports & Exports)
The following data syncs both ways between ServiceCore and QuickBooks Desktop:
| QuickBooks Desktop | ↔ | ServiceCore | Notes |
|---|---|---|---|
| Class | ↔ | Category | |
| Term | ↔ | Payment Term | |
| Account | ↔ | Account | All account types sync. |
| Item Sales Tax | ↔ | Tax Rate | |
| Item Sales Tax Group | ↔ | Tax Code | |
| Sales Tax Vendor | ↔ | Sales Tax Agency | |
| Service | ↔ | Service | |
| Customer | ↔ | Customer | Customers share a namespace with Employees and Vendors in QuickBooks. Names must be unique. |
| Job | ↔ | Site | Only first-level jobs sync. Nested jobs do not import. |
Export-Only Data
The following data only exports from ServiceCore to QuickBooks Desktop:
| ServiceCore | → | QuickBooks Desktop | Notes |
|---|---|---|---|
| Invoice | → | Invoice | |
| Credit Memo | → | Credit Memo | Applied Credit Memos do not sync as applied to an invoice. Must be applied manually in QuickBooks. |
| Payment | → | Payment |
Sync Settings
Certain sync settings must be configured in ServiceCore before your first sync. These settings cannot be changed by users and will be configured during onboarding.
| Setting | Description | Default |
|---|---|---|
| Import | Allows data to import into ServiceCore from QuickBooks Desktop. | Enabled |
| Export | Allows data to export from ServiceCore to QuickBooks Desktop. | Enabled |
| Use Site Shipping Address | Determines whether to import the QuickBooks Site Shipping Address (if enabled) or the Site Billing Address (if disabled). | Enabled |
| Name on Line One of Site Address | Enforces one of two address formats (see below). | Enabled |
| Name on Line One of Customer Address | Enforces one of two customer address formats (see below). | Enabled |
Accepted & Unaccepted Characters
When syncing customer names, site names, or addresses, only certain characters are allowed. Using unaccepted characters will cause the sync to fail.
Accepted Characters
| Character | Description |
|---|---|
| A-Z, a-z | Letters (uppercase & lowercase) |
| 0-9 | Numbers |
| , . ? @ & ! # ' ~ * | Common punctuation |
| Space _ - ; + | Spacing and separators |
Unaccepted Characters (Remove Before Syncing)
| Character | Description |
|---|---|
| " | Double quote |
| $ | Dollar sign |
| % | Percent |
| ( ) | Parentheses |
| / | Slash |
| : | Colon |
| < = > | Comparison signs |
| [ \ ] | Brackets & backslash |
| ^ ` {} | Special symbols |
Address Formats
ServiceCore supports two address formats. All addresses must follow one of these formats for successful syncing.
Format 1: Name on Line One (Default)
| Description | Example |
|---|---|
| Line 1 | Customer Name (e.g., ServiceCore) |
| Line 2 | Street Address (e.g., 405 Urban Street) |
| Line 3 | Secondary Address (e.g., Suite 120) |
| Line 4 & 5 | Not used by ServiceCore |
Format 2: Address on Line One
| Description | Example |
|---|---|
| Line 1 | Street Address (e.g., 405 Urban Street) |
| Line 2 | Secondary Address (e.g., Suite 120) |
| Line 3, 4, 5 | Not used by ServiceCore |
FAQs
Can I still set up a new QuickBooks Desktop integration?
No. ServiceCore no longer offers new QuickBooks Desktop integrations. This only applies to customers who had the integration prior to discontinuation.
Can I switch from QuickBooks Desktop to QuickBooks Online?
Yes! QuickBooks recommends transitioning to QuickBooks Online. If you’re interested, contact ServiceCore Support for guidance.
Why do I need to sync manually?
Unlike QuickBooks Online, QuickBooks Desktop does not support automatic syncing because it runs locally on your computer. Syncing must be initiated manually through the Web Connector.
Need Help?
For questions or troubleshooting, contact ServiceCore Support.