ServiceCore no longer offers new integrations with QuickBooks Desktop (QBD).
This change aligns with Intuit/QuickBooks' shift in support policies and their recommendation for users to transition to QuickBooks Online (QBO).
For customers with an existing QuickBooks Desktop (QBD) integration, we continue to provide light support and maintenance.
Before You Start
Here are a few things to know before you continue:
New setups are no longer available.
You must have Owner or Admin permissions in both ServiceCore and QBD to perform a sync.
You must manually sync data between ServiceCore and QBD.
QBD must be in Single-User Mode before syncing.
Sync-Related Settings
Certain settings must be configured in ServiceCore before your first sync with QBD.
Please Note: These settings cannot be changed once they're configured during your onboarding phase.
Setting |
Description |
Default |
|---|---|---|
| Import | Allows data to import into ServiceCore from QBD. | Enabled |
| Export | Allows data to export from ServiceCore to QBD. | 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 |
How the Sync Works
The QuickBooks Desktop (QBD) integration allows you to sync various accounting, customer, and financial data between your ServiceCore and QuickBooks accounts.
However, because QBD runs locally on your computer, syncing must be done manually each time you want data to pass between the two systems.
To do this, just follow the instructions below:
Run the Web Connector in QBD.
Click "Update Selected".
TIP: We recommend syncing the two systems at least twice per day, once in the morning and once in the afternoon before you leave the office. This ensures that both systems stay up to date at any point.
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 QBD.
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 QBD.
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 |
Accepted & Unaccepted Characters
When syncing customer names, site names, or addresses, only certain characters are allowed.
Please Note: Using unaccepted characters will cause the sync to fail.
Accepted Characters | |
Characters |
Description |
| A-Z, a-z | Letters (uppercase & lowercase) |
| 0-9 | Numbers |
| , . ? @ & ! # ' ~ * | Common Punctuation |
| Space _ - ; + | Spacing and Separators |
Unaccepted Characters | |
Character |
Description |
| " | Double Quote |
| $ | Dollar Sign |
| % | Percent |
| ( ) | Parentheses |
| / | Slash |
| : | Colon |
| < = > | Comparison Signs |
| [ \ ] | Brackets and Backslash |
| ^ ` {} | Special Symbols |
Address Formats
ServiceCore supports two types of address formats, explained in the tables below.
TIP: 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 |
Frequently Asked Questions (FAQs)
These FAQs address common questions and quick clarifications to help you use this feature with confidence.
Can I still set up a new QuickBooks Desktop integration?
No. ServiceCore no longer offers new QuickBooks Desktop integrations.
Can I switch from QuickBooks Desktop to QuickBooks Online?
Yes! QuickBooks recommends transitioning to QuickBooks Online.
If you’re interested, please contact our Support Team for more information on how to do this.
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.
If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!