Integration Processes
Overview
You can use QBO Integration to sync Accounts (Customers/Vendors), Items, Sales Invoices, and Purchase Invoices.
Accounts
Account Sync from GoldFinch to QuickBooks Online
New and existing accounts can be sync'd with QuickBooks Online.
Only accounts that are defined in GoldFinch as "Is Vendor" or "Is Customer" will be sync'd.
To sync accounts manually on the account record page, click "Sync to QuickBooks"
Wait a few seconds, then refresh the web page - the QuickBooks sync fields (see images below) will show you if the sync was successful.
Account Sync Fields:
Field Name (GoldFinch) | Field Name (QuickBooks Online) | Explanations |
---|---|---|
Account Name | Company | |
Billing Address | Billing Street Billing City Billing State Code Billing Postal Code Billing Country | |
Phone | Phone | |
Is Customer | Indicates Customer Account in GoldFinch | |
Is Vendor | Indicates Vendor Account in GoldFinch | |
Customer No. | GoldFinch Customer No. | |
Vendor No. | GoldFinch Vendor No. | |
QuickBooks Vendor ID | Vendor Id | Unique QuickBooks Online record identifier - Important! This is the key field that links the record between QuickBooks Online and GoldFinch |
QuickBooks Customer ID | Customer Id | Unique QuickBooks Online record identifier - Important! This is the key field that links the record between QuickBooks Online and GoldFinch |
Customer Sync’d | True when customer sync is successful | |
Vendor Sync'd | True when vendor sync is successful | |
Customer Sync’d Date/Time | Last date/time when customer record was synchronized | |
Vendor Sync’d Date/Time | Last date/time when vendor record was synchronized | |
Customer Sync Token | Sync Token | Required for QuickBooks Online Integration - tracks most recent changes to QuickBooks Online record |
Vendor Sync Token | Sync Token | Required for QuickBooks Online Integration - tracks most recent changes to QuickBooks Online record |
Customer Sync Error | In the event of sync error, captures error message and error code | |
Vendor Sync Error | In the event of sync error, captures error message and error code | |
Pending QuickBooks Sync | Indicates the record is ready to be synced for the job scheduler |
Accounts List
QuickBooks Online Sync fields can be strategically placed in the accounts list view.
Accounts that are both Customers and Vendors
QuickBooks Online does not allow a customer and vendor to have the same name. If there is an account in GoldFinch that can serve as both a customer and a vendor, enable both "Is Customer" and "Is Vendor" on the same account. When the account is synced to QuickBooks Online, there will be a period added to the end of the QuickBooks Online customer's name.
This message will appear in QuickBooks Online if you try to enter two accounts with the same name: Another customer, vendor or employee is already using this name. Please use a different name.
Example of synced records, making the names unique.
Example:
GoldFinch account = Moose Lodge
QuickBooks Online customer = Moose Lodge.
QuickBooks Online vendor = Moose Lodge
Sales
Sales Invoices Sync from GoldFinch to QuickBooks Online
Posted sales invoices and credit memos can be sync'd with QuickBooks Online sales invoices and credit memos.
Before syncing, the account, generic "Z" service items, and payment terms must be sync'd.
To sync manually, on the Sales Invoice record page click "Sync to QuickBooks" - you will be asked to confirm the sync.
Wait a few seconds, then refresh the web page - the QuickBooks sync fields (see images below) will show you if the sync was successful.
GoldFinch:
QuickBooks Online:
Sales Invoices Sync Fields:
Field Name (GoldFinch) | Field Name (QuickBooks Online) | Explanations |
---|---|---|
Sales Invoice No. | Invoice No. | |
Bill-to Customer | Customer | |
Billing Address | Billing Address | |
Payment Terms | Terms | |
Invoice Date | Invoice Date | |
Due Date | Due Date | |
Line No. | # | |
Item | Product/Service | GoldFinch "Inventory" type items will be automatically assigned to the QuickBooks Online "Z-Inventory" service item. GoldFinch "Service" type items are matched with QuickBooks Online service items. |
Description | Description | (Item No.) Description |
Discount % | GoldFinch Only - QuickBooks Online line rates will be adjusted to reflect line discounts entered in GoldFinch | |
Discount | GoldFinch Only - QuickBooks Online line rates will be adjusted to reflect line discounts entered in GoldFinch | |
Quantity | Qty | |
Unit Price | Rate | |
Invoice Amount | Amount | |
QuickBooks Id | Id | Unique QuickBooks Online record identifier |
Sync’d | True when synced is successful | |
Sync’d Date/Time | Last date/time when record was synchronized | |
Sync Token | Sync Token | Required for QuickBooks Online Integration |
Sync Error | In the event of sync error, captures error message and error code |
Sales Invoice List
QuickBooks Online Sync fields can be strategically placed in the Sales Invoices list view.
Purchase
Purchase Invoices Sync from GoldFinch to QuickBooks Online
Posted purchase invoices and credit memos can be sync'd with QuickBooks bills and vendor credits.
GoldFinch Purchase Invoice = QuickBooks Bill
GoldFinch Purchase Credit Memo = QuickBooks Vendor Credit
Before syncing, the account, generic "Z" service items, and payment terms must be sync'd.
To sync manually, on the Purchase Invoice record page click "Sync to QuickBooks" - you will be asked to confirm the sync.
Wait a few seconds, then refresh the web page - the QuickBooks Online sync fields (see images below) will show you if the sync was successful.
GoldFinch:
QuickBooks Online:
Purchase Invoices Sync Fields:
Field Name (GoldFinch) | Field Name (QuickBooks Online) | Explanations |
---|---|---|
Vendor Invoice No. | Bill No. | |
Pay-to Vendor | Vendor | |
Billing Address | Mailing Address | |
Payment Terms | Terms | |
Invoice Date | Bill Date | |
Due Date | Due Date | |
Memo | No. | GoldFinch Purchase Invoice No. |
Line No. | # | Item Details section in QuickBooks Online |
Item | Product/Service | GoldFinch "Inventory" type items will be automatically assigned to the QuickBooks Online "Inventory" service item. GoldFinch "Service" type items are matched with QuickBooks Online service items. |
Description | Description | (Item No.) Description |
Quantity | Qty | |
Unit Cost | Rate | |
Line Cost | Amount | |
QuickBooks Id | Id | Unique QuickBooks Online record identifier |
Sync’d | True when synced is successful | |
Sync’d Date/Time | Last date/time when record was synchronized | |
Sync Token | Sync Token | Required for QuickBooks Online Integration |
Sync Error | In the event of sync error, captures error message and error code |
GoldFinch Vendor Invoice numbers and purchase Invoice numbers will be visible in QuickBooks Online.
Purchase Invoice List
QuickBooks Online Sync fields can be strategically placed in the Purchase Invoices list view.