Use FieldFlow with QuickBooks Online

FieldFlow works with QuickBooks Online in two ways:

• Import customers from QuickBooks into FieldFlow as clients.
• Sync invoices from FieldFlow to QuickBooks, with their payments and credit notes.

Owners and admins can connect QuickBooks and sync. Nothing goes to QuickBooks on its own: you choose what to sync, invoice by invoice. The one exception is a void (see below). Syncing invoices and disconnecting are done on the web.

Connect QuickBooks

You connect from the client import. Names, phone numbers and emails come across, and nothing in QuickBooks changes. For how duplicates are handled, see Import your clients.

On the web: connect QuickBooks

1. Open Clients.
2. Open the menu next to New Client and choose Import from QuickBooks.
3. Choose Connect to QuickBooks. Intuit’s sign-in opens in a popup. Sign in and pick your company.
4. Pick the customers to bring over, then review and import them.

On the phone: connect QuickBooks

1. Tap More, then Clients.
2. Tap the menu button at the top and choose Import from QuickBooks.
3. Tap Connect to QuickBooks, sign in to Intuit in the browser, and come back to the app.
4. Pick the customers, then review and import them.

On the web: sync an invoice to QuickBooks

1. Open an issued invoice. A draft can’t be synced.
2. Choose Sync to QuickBooks.

The invoice is created in QuickBooks, with the client as a QuickBooks customer if they aren’t one there yet. Payments and credit notes recorded on the invoice go with it. A message then says what was synced, for example “Synced to QuickBooks — invoice created, 1 payment pushed”.

When something changes later, such as a new payment, choose Sync to QuickBooks again to update it there.

If you use QuickBooks’ automated sales tax, QuickBooks may work out the tax itself. If its total doesn’t match FieldFlow’s, the message after syncing says so. Check the invoice in QuickBooks.

Voiding an invoice that’s in QuickBooks

When you void an invoice that’s already in QuickBooks, from the web or the phone, FieldFlow voids it in QuickBooks too. The void dialog tells you before you confirm. If QuickBooks has payments on that invoice, void it in QuickBooks yourself.

If the void didn’t reach QuickBooks, the invoice offers Void in QuickBooks on the web.

On the web: disconnect QuickBooks

Open Clients, choose Import from QuickBooks, then choose Disconnect QuickBooks. Your clients and invoices stay in FieldFlow, and what’s already in QuickBooks stays there.

When it doesn’t work

• “QuickBooks needs you to connect again.” The connection expired or was removed in QuickBooks. Connect again from the import.
• A read-only account can’t import or sync until it’s subscribed again.