Steps
- Open Send data. Go to QuickBooks › QuickBooks Desktop and open the Send data tab. Check the cutover date shown at the top.
- Send products. Click Sync products. Products become QuickBooks items, inventory items when they track stock, with opening quantities.
- Send customers. Click Sync customers to send every customer with contact details and address.
- Send invoices. Set From and, optionally, To and Limit, then click Sync invoices. Each sale goes across with its payment applied to the mapped deposit account.
- Update invoices if mappings changed. Sync invoices only creates new invoices. Update invoices overwrites invoices already in QuickBooks with current data, for example after changing payment mappings.
- Post day-end invoices. In a grouped invoice mode, this step becomes Day-end invoices. Pick the days, click Preview to see each day's document, then Post to QuickBooks.
- Send suppliers. Click Sync suppliers. Suppliers become QuickBooks vendors.
- Send purchases. Click Sync purchases. Received purchases become bills, returns become vendor credits, and supplier payments become bill payments.
- Send expenses. Click Sync expenses. Each expense books to its category's mapped account.
- Check progress. Watch the counts rise as Web Connector runs, and check the Health tab for anything that needs attention.
After the first send
Once the initial history is across, new sales, customers and purchases queue by themselves as they happen, and Web Connector collects them every minute. You only come back here to send a range again or to update invoices after changing mappings.
Good to know
Set up taxes, accounts and payment methods before sending invoices, so they arrive right first time. Preview posts nothing; Post queues the dates for the next Web Connector run. QuickBooks is part of the Pro plan. The QuickBooks item shows in the back office sidebar when your subscription includes it and you're an admin or hold the QuickBooks permission.
Frequently asked questions
What order should I send data to QuickBooks Desktop in?
Top to bottom: products, customers, invoices, suppliers, purchases, then expenses. Invoices refer to items and customers by name, and purchases refer to vendors, so those need to exist first.
Will Sync invoices create duplicates?
No. Sync invoices creates fresh invoices only and skips anything already in QuickBooks. Use Update invoices to overwrite existing ones with current data.
Do purchases go to QuickBooks Desktop?
Yes. Received purchases become bills, purchase returns become vendor credits and supplier payments become bill payments, once suppliers have been sent.