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.