Core-QuickBooks Desktop Integration

Overview

Data integration between Core and QuickBooks Desktop® (by Intuit) can make your time billing, accounting, and financial management tasks easier. Although Core is a full-featured business management and accounting program, however, the Core-QuickBooks Desktop Integration utility enables you to support your accounting processes if you prefer to manage them in QuickBooks Desktop with the added benefits of superior time tracking, robust project management, and billing within Core without the need for double entry. 

Core integrates with all editions of QuickBooks Desktop 2002 or above. You must be a Core user with appropriate security permissions to perform the data synchronization between the two programs. Core can sync data bidirectionally with QuickBooks Desktop, which means it can send data to as well as get data from QuickBooks Desktop.  

Note: This integration has been tested with QuickBooks 2022 (64-bit) version.

Best Practices for Core-QuickBooks Desktop Integration

With Core-QuickBooks Desktop integration, you need to enter your data once and the integration does the rest. Here are some recommendations to follow when you are transferring your historical data from QuickBooks Desktop to Core: 

  1. It is best to transfer transactions for active projects only when importing historical data from QuickBooks Desktop to Core. 
  2. Before transferring time entries from QuickBooks Desktop to Core, set up bill and cost rates for your synced employees in Core. This ensures that you can take advantage of features like job costing, earned value analysis, and other project management features that are missing or limited in QuickBooks Desktop. Do note that this step is important because QuickBooks Desktop does not have bill rates and cost rates at the time entry level. 
  3. Make sure to enable Auto Approve Time and Expenses for your projects or employees in Core before getting your time and expenses from QuickBooks Desktop. This ensures that all the historical time and expense records come over to Core as approved, which is useful as Core allows you to bill only approved time. 
  4. Sync your master lists (Chart of Accounts, Terms, Classes, Employees, Vendors, Customers, Jobs/Projects, Items) before you transfer time and expenses, invoices, and payments from QuickBooks Desktop to Core or vice versa. Core imports transactions only for projects that have been synced over to Core. Time and expenses that are not project-related are not transferred to Core. 
  5. After the initial sync, it is recommended to use Core for front-office functions like time and expense tracking, project management and billing, and use QuickBooks Desktop for back-office accounting functions like printing checks, bank reconciliation, financial reporting, payroll processing, etc. 
  6. You should use your branded invoices in Core and send them to QuickBooks Desktop so that they feed seamlessly into QuickBooks accounting.  
  7. In case you are using QuickBooks Payroll, have your staff use Core’s robust time tracking. Make sure you assign the appropriate payroll items for every active employee in the Sync Settings before transferring time entries to QuickBooks for payroll processing. (Please check the QuickBooks Employee screen > Payroll section for reference if you need help with the payroll item assignment.) 
  8. Custom fields defined for master lists in QuickBooks Desktop are automatically created and populated in CoreYou can use these custom fields seamlessly in Core to enhance your reporting capabilities.
  9. Before syncing historical time, expenses, vendor bills, invoices or payments from QuickBooks Desktop to Core, do adjust the closing date in the Company screen to an older date to ensure historical transactions sync over to Core. Any transactions that are older than the closing date do not transfer. After the initial sync is complete, you must reset the closing date to match your actual closing date.

Note: Even though you can continue using Core-QuickBooks Desktop Integration utility to sync your data regularly between the two programs, it is recommended that you look at integrated accounting within Core, which offers features like project-level accounting and pay when you get paid option to name a few in addition to the accounting functions you are already using in QuickBooks. When you make a decision to switch to Core accountingour Custom Conversion Services and Consulting Services can help you make that transition.  

Core-QuickBooks Desktop Data Mappings

The table below shows the direction in which the data can potentially flow between Core and QuickBooks Desktop. Whether it flows in one direction or the other (or both directions) depends on your sync settings. Core-QuickBooks Desktop integration gives you complete control of how the data flows to and from Core, and which General Ledger accounts in QuickBooks Desktop are posted. You can check out the detailed field-level data mappings between Core and QuickBooks Desktop in the attached Core-QuickBooks Desktop Data Mappings.xlsx spreadsheet.

Core Table Name

Dataflow

QuickBooks Desktop Table Name

Chart of Accounts

<->

Chart of Accounts

Class

<->

Class

Terms

<-

Terms

Activities

<->

Service Items

Expense Items

<->

Other Charge Items, Inventory/Non-Inventory, Discount, Payment items

Employees

<->

Employees

Vendors

<->

Vendors

Clients

<->

Customers

Projects

<->

Jobs

Invoices

<->

Invoices

Payments

<->

Payments

Time Records

<->

Time Records*

Vendor Bills

<->

Vendor Bills*

Credit Card Charges

<-

Credit Card Charges*

Checks

<-

Checks*

*Transactions that are not customer or project related are not transferred to Core.

Field Descriptions

Synchronization Rules

Basic Tasks

Connect with MongoDB

Specify Sync Settings

Sync Data with QuickBooks Desktop

Advanced Tasks

Assign Accounts for Data Sync

Get Data from QuickBooks Desktop

Send Data to QuickBooks Desktop

Map Records

Un-Map Records

Verify Synced Data

Field Descriptions

Field Name Field Description
Core-QuickBooks Integration > Settings > Sync Settings > Get
Skip getting...

You can check this option if you don't want your accounts or items such as Chart of Accounts, Terms, Service Items, Classes to sync with QuickBooks Desktop.

Note: After you are done with the initial sync, you can use Core as the source of your master lists and check this option: Skip getting....

Last Sync On Displays the date and time when Core and QuickBooks Desktop were last synced.  
Active Only Check this option if you want to get only active records from QuickBooks Desktop to Core. By default, both active and inactive records are synced.
Core-QuickBooks Integration > Settings > Sync Settings > Send
Do not send purchase tax
When sending vendor bills to QuickBooks Desktop, you have an option to exclude the purchase tax specified in Core. When this option is checked, Core sends the expense costs only and uses the purchase tax rate assigned to the items in QuickBooks.
Skip employee reimbursables You can skip sending employee reimbursable expenses (system vendor bills) from Core to QuickBooks Desktop.
Approved Only Check this option if you want to send only approved vendor bills and invoices to QuickBooks Desktop. By default, Core syncs both approved and unapproved bills and invoices.
Skip vendor time entries  You can skip sending time entries linked to vendors, but it is recommended that you keep this setting checked. Any consultant/vendor service charges that are associated with the vendor bill is pulled over when you transfer vendor bills to QuickBooks.
Core-QuickBooks Integration > Settings > Sync Settings > Account Assignment > Default Accounts >
Default Account

These are default accounts for new activity and expense items if income and expense account assignment is missing in Core. These also act as defaults for custom items like ServiceAmt, ExpenseAmt, Service Tax, etc. that are created in QuickBooks to facilitate invoice transferHere you can set the default accounts for various items:

  • Services Items: Every service item in QuickBooks Desktop must be assigned to an income account. This is the default income account for new activity items if the account assignment is missing in Core. This is also the default income account for items like ServiceAmt, LateFeeAmt, MiscAmt, etc. created in QuickBooks to facilitate invoice transfer.
  • Expense Items: Every expense item in QuickBooks Desktop must be assigned to an expense account. This is the default income account for new expense items if the account assignment is missing in Core. This is also the default income account for Other Charge Item-ExpenseAmt created in QuickBooks to facilitate invoice transfer.
  • Discount Items: Default income account for Other Charge Item-DiscountAmt created in QuickBooks to facilitate invoice transfer.
Default Bank Account to Deposit Payments

Bank Account: You can select a default QuickBooks Desktop bank account where payments are deposited in QuickBooks. Leave this field blank if you prefer the payments to go to the Deposits screen (Undeposited Funds) rather than a direct deposit to the bank. This can be useful if you have multiple bank accounts in QuickBooks and you want the ability to selectively deposit the payments in the appropriate bank.

Default Tax

When sending activity and expense items to QuickBooks Desktop, Core allows you to associate the default tax code to those items.  Here you can select whether your items should be exempt or non-exempt. If you do not charge sales tax, you can select non-exempt. If you charge taxes on your invoices, select the default Sales Tax and Vendor account here. You can see this option if you have turned on the Sales Tax option in QuickBooks. 

  • Service Items
  • Expense Items
  • Sales Tax Default Account: To handle taxes for invoices sent to QuickBooks, you can specify a default item-level tax code for sales tax here. This tax code applies to the synced activity and expense line items as the item-level sales tax code in QuickBooks if you haven't specified the item-level tax code. You can leave this field blank if you do not charge taxes.
  • Vendor: Select your tax agency here. For instance, IRS (US), Receiver General (CA), etc. You can leave this field blank if you do not charge tax from your customers.

 

Synchronization Rules

To ensure accuracy and completeness of data synchronization, please review these synchronization rules. 

Company Start Date

Core to QuickBooks Desktop QuickBooks Desktop to Core
QuickBooks accepts transactions if the transaction date is greater than the start date of your QuickBooks company.   


Synchronization Order

Core to QuickBooks Desktop QuickBooks Desktop to Core
When you send or get data using the Send or Get menu, follow the order of the listed items. For example, sync clients before projects and invoices before payments. When you send or get data using the Send or Get menu, follow the order of the listed items. For example, sync clients before projects and invoices before payments.

Activity Items

Core to QuickBooks Desktop QuickBooks Desktop to Core
  For activities or service items, tax rate, minimum hours and billable status do not exist in QuickBooks Desktop. When getting this data, a placeholder of 0 is kept in Tax Rate and Min Hours fields in Core. By default, service items transferred from QuickBooks to Core are billable. It is recommended that you update the billable status of synced activity and expense items in Core before your employees start using these items for time and expense entry, or billing.

Expense Items

Core to QuickBooks Desktop QuickBooks Desktop to Core
  When you get Other Charge Items (expense) from QuickBooks Desktop, markup percentage is calculated from Sales and Purchase > Purchase Cost and Sales and Purchase > Purchase Price.

Employees

Core to QuickBooks Desktop QuickBooks Desktop to Core

Map Core employees to QuickBooks vendors (employees set up as vendors in QuickBooks) in the Smart Match section. This is important if you are tracking your employee reimbursable expenses in Core and want to pay them from QuickBooks. 

When transferring employee data from QuickBooks, Bill Rate and Cost Rate default to $0 in Core. It is recommended that you update your employee bill rate and cost rate before your employees start recording time in Core.


Time Entries

Core to QuickBooks Desktop QuickBooks Desktop to Core
When sending time entries to QuickBooks, only basic information like project, activity, payroll item (optional) and hours is sent over. For time entries to have correct payroll items assigned in QuickBooks, make sure you map the appropriate payroll items for your employees in Sync Settings. Payroll assignment is required only if you are using QuickBooks Payroll. You cannot sync time entries older than January 1, 1901 in Core. If entries older than this are received in Core, they are saved with the date January 1, 1901.
QuickBooks does not support negative time entries, and so these entries do not transfer during synchronization. When getting time entries from QuickBooks, if Duration is blank, a placeholder of 0 is used for Client Hours and Actual Hours fields in Core.
Only Approved time entries are sent over to QuickBooks. Core does not re-import time entries that have already been imported. In other words, changes made to synced time entries are not transferred to QuickBooks. For example, if you send a time entry to QuickBooks (say for 5 hours) and then change it in Core to 4 hours, it cannot be re-sent. To reimport a time entry with changes, you need to delete that time entry in QuickBooks and then unmap that time record from Sync Settings > Smart Match > Mapped tab > Time Entry. After you unlink the record, you can transfer the time entry to QuickBooks and check to see that the time entry has correct hours (say 4 hours) there.  QuickBooks does not allow rates at the time entry level. By default, time entries transferred from QuickBooks to Core have a zero bill rate and cost rate, which is not ideal. It is recommended to set the relevant rates either at the employee level or activity level, or if your rates vary by project, use fee schedules. After the rates are defined in Core, you are ready to send time entries. Core ensures that correct rates are used for your time entries. 
If employees log more than 24 hours in a day (e.g., entering historical entries) in Core, QuickBooks does not accept this and such time entries do not sync.  
If time and expenses are billed in QuickBooks after sending them over to Core, billed status for synced entries are not changed from unbilled to billed in Core. It is recommended that you send time and expenses to Core after they are billed in QuickBooks.  

Expense Entries

Core to QuickBooks Desktop QuickBooks Desktop to Core
Core can send vendor bills to QuickBooks Desktop. You have an option to send only approved vendor bills to QuickBooks, if you prefer.  Project-related line items on checks and credit card charges are transferred as projects expenses from QuickBooks Desktop to Core.
Core automatically creates a single vendor bill (system bill) for all approved employee reimbursables expenses for a given month. You can then transfer this bill to QuickBooks to pay your employees.  Bill, credit card and check (expense) line items can be marked as billable or non-billable, and received along with their status from QuickBooks into Core as project expenses. 
Core does not support updating synced expense entries. Changes made to synced expense entries are not transferred to QuickBooks. For example, if you send a vendor bill to QuickBooks and then change the date of the vendor bill later, the date change is not reflected in QuickBooks. For the change to reflect in QuickBooks, you need to delete the synced vendor bill from QuickBooks and then unlink it from the Sync Settings > Smart Match > Mapped tab > Vendor Bill. After you unlink the record, you can transfer the vendor bill to QuickBooks and notice the correct date for the vendor bill reflected in QuickBooks.

When expenses are received from QuickBooks, following scenarios are possible: 

  • If expense entries are against a customer, a project with the same name is created in Core and the entries are recorded against this newly created project. 
  • If you are using Project Assignments in Core and the expense entries are against a vendor not assigned to a job, those expenses fail to transfer to Core. You need to assign the vendor to the job for the expenses to transfer. It is recommended that you assign the All Vendors group to the projects to ensure the syncing of expenses. There is no need for the All Vendor group assignment if you do not assign resources to your projects.

Invoices

Core to QuickBooks Desktop QuickBooks Desktop to Core
Draft and zero value invoices in Core cannot be sent to QuickBooks. This includes the phased invoices. The only exception to transferring a zero-value invoice is in case of discounts and retainers. Prior to the first synchronization, all invoices should be moved to the projects in QuickBooks. Syncing invoices directly from the clients can result in complications. Project-level accounts are used for invoices received from QuickBooks.
When sending invoices to QuickBooks, separate line items are created for taxes, service amount, expense amount and late fee. Markup is added to the expense amount. When invoices are transferred from QuickBooks to Core, they are transferred as manual invoices. 
It is not necessary to send time and expense details to QuickBooks in order to send detailed invoices. In QuickBooks, you can associate invoices and payments directly with clients, unlike in Core. To get these invoices and payments into Core, they must be linked to jobs, not customers. If this is not the case, Core creates a new project with the same name as the client and then associates the invoices to this project. 
When credits applied to invoices are sent to QuickBooks, they transfer as discounts because QuickBooks does not support credit type payment at the invoice level. If a discount is applied to invoices using the ‘Discounts and Credits’ option on the Payment screen in QuickBooks, Core transfers this discount as a write-off payment.  
When sending invoices to QuickBooks, Core sets the due date based on the payment terms set for the project. When getting invoices from QuickBooks, sometimes the imported invoice numbers can be the same as that of the voided invoices in Core. In this case, existing invoice numbers of void invoices can be re-used.
For sales transaction lines that do not contain a Tax Code reference, QuickBooks Desktop treats that line item as if the TaxCodeRef is TAX and determines the taxability of that line based on the item’s taxability. When getting invoices, Core posts the related taxes to MET instead of the expense tax.
QuickBooks does not support joint invoices (multiple projects for the same client billed on the same invoice) and phased invoices (multiple sub-jobs billed on a  single invoice). When sending joint invoices to QuickBooks, the invoice is tied to the client rather than the individual sub-job. Similarly, when sending a phased invoice, invoice is tied to the parent job instead of the sub-job.  

Retainers

Core to QuickBooks Desktop QuickBooks Desktop to Core
When sending retainer payments from Core, QuickBooks saves them as client credits in a liability account. When transferring Client Credits from a liability account in QuickBooks, Core saves them as client and project retainers.
Negative payments do not transfer to QuickBooks (retainer refund). You must reduce that amount in Core using a credit memo or directly from the QuickBooks Retainer account. You can issue a refund check from QuickBooks to the client. If you have overpayments in QuickBooks at the job level, Core receives them automatically as project retainers; or at the customer level, as client retainers. You do not need to enter credit payments as retainers manually.

Payments

Core to QuickBooks Desktop QuickBooks Desktop to Core
Payments from Core do not transfer to QuickBooks if the invoices do not exist there. Payments from QuickBooks do not transfer if the associated invoices are not synced to Core. Unused credits and unused payments are exception to this rule. 
Core does not allow updating of synced payments in QuickBooks. You can delete synced payments in QuickBooks and then re-send them from Core after unlinking the payment from the Smart Match > Mapped tab. If you receive an overpayment in QuickBooks at the job level, Core receives that payment automatically as a project retainer, or at the customer level, as a client retainer. You do not need to enter overpayments or unused credits as retainers manually.
When paying invoices in Core using a retainer, Core debits the liability account in QuickBooks. Invoice discounts are transferred over to Core as write-off payments.
  Payments associated with clients as well as jobs in QuickBooks are synced to Core.

Vendor Bills

Core to QuickBooks Desktop QuickBooks Desktop to Core
For the employee reimbursable expenses to transfer over to QuickBooks, you are required to match them with Core vendors. Only job-related line items on a vendor bill are transferred from QuickBooks into Core.

Core does not support updating synced vendor bills. You can delete synced vendor bills in QuickBooks and then re-send them from Core after unlinking the vendor bill from the Smart Match > Mapped tab. 

 
While syncing vendor bills and expenses from Core to QuickBooks, if you change the Tax Code value at the QuickBooks item level and have a different Tax Code set in Core Sync Settings, the preference is always given to the tax code set in QuickBooks.  

 

Connect with MongoDB

Before running the applications and utility, these prerequisites are to be fulfilled:

  1. Set up a database on MongoDB. Your sync settings and Core-QuickBooks links will be stored in this database.
  2. Create an Organization, a Project, and a Cluster.
  3. Make sure to whitelist your IP address. To do that, go to the Organization > Project > Network Access.

    Network_Access.png

  4. Then go to Organization > Project > Clusters.

    Clusters.png

  5. On the Clusters screen, click on Connect to connect your application. You will be asked to set the database user and password. Remember your password as it will be required later. 
    Connect.png

  6. Upon connecting to your application, copy the resulting Connection String as it will be required to connect to MongoDB when you run the Core-QuickBooks Desktop Integration utility later.

    mceclip4.png

  7. Create an account in Core, if you do not have one already.
  8. Before you log in to your QuickBooks Desktop account, make sure you have QuickBooks Desktop SDK (QBFC 13.0) installed on your PC. You can use the QuickBooks SDK to integrate with the QuickBooks Desktop version 2002-2022 (QuickBooks SDK does not integrate with QuickBooks for the Mac). 
  9. You must also have Microsoft Edge WebView2 installed before you log in to your QuickBooks Desktop account. 
  10. Next, install the Core-QuickBooks Integration utility (you need to contact your Sales Account Manager or Rep for the link to this utility). 
  11. Launch QuickBooks Desktop and log in with your credentials. Make sure you close out any pop-ups in QuickBooks.
  12. After running the utility, you will be redirected to Application Settings where you need to enter the MongoDB Database Connection String, MongoDb Database user Password, and Database Name. You can use any name for the database; however, after the database is created, note the database name. Your connection string, password and database name does not change in case you need to set up the integration utility for some other user or if you upgrade to a new system

    Mongodb_new.png

  13. Click Set Database Connection. You are prompted to restart the integration utility.
  14. After the integration utility restarts, QuickBooks Desktop prompts you to authorize the third-party application trying to access your company data. You must allow that.
  15. Next, you need to connect to Core. Go to the Settings tab and click Login. You will be redirected to the Core Sign In screen where you must enter your account Email and Password, and select the Core company with which you need to sync your QuickBooks Desktop data.

Specify Sync Settings

Core provides you the ability to sync your data with QuickBooks Desktop. But before doing that, you must review and set the synchronization rules and settings for a smooth and accurate data integration. Before specifying the sync settings, read the above Synchronization Rules.

To specify your sync settings for Core-QuickBooks Desktop data integration:

  1. On the Settings > Sync Settings tab, Select the relevant option on the left panel, say Get Settings.
  2. Select the Options, Filters and Date Filters for different screens and then click Save. Check Field Descriptions above for details.

    Sync_Setting.png

  3. You have an option to map any custom fields at the job-level in QuickBooks Desktop with the Projects standard fields within Core. For instance, you might be using a custom field in QuickBooks to track the job's contract amounts. As this is a standard field in Core, you can easily map the custom field to the Contract Amount field in Core. When you establish this mapping, the integration utility automatically populates the contract amount of all projects transferred to Core. Currently, this integration utility allows you to map the project's Contract Type, Contract Amount and Project Manager to QuickBooks custom fields.

    Custom_Fields.png

  4. You can now sync the data from QuickBooks Desktop to Core by selecting the screens under the main Get from QuickBooks menu.

After specifying the synchronization settings, you can start the process of syncing data one screen at a time in the given order (in the Get or Send menu).

Sync Data with QuickBooks Desktop

Core allows you to sync your data with QuickBooks Desktop. After specifying the synchronization settings, you can start the process of syncing data one module at a time in the given order (using the Get or Send menu). The Get from QuickBooks > All Items option should not be used unless the data between the two has been mapped before. It is especially not recommended for a large amount of data.

To sync your Core data with QuickBooks Desktop, follow these steps:

    1. Open the Core-QuickBooks Integration utility.
    2. Click on the Get from QuickBooks or Send to QuickBooks menu, depending on whether you want to get data from QuickBooks Desktop or send data to it.

Get_Settings.png

3. On the drop-down menu, click the module whose data you want to get or send, say Chart of Accounts. It is best to follow the order of the menu for syncing data.

Assign Accounts for Data Sync

QuickBooks Desktop requires accounts for every item and transaction. Before syncing your data with QuickBooks Desktop, you must specify the default General Ledger accounts for the service, expense and invoice items in Core. Normally, the transactions debit or credit these accounts. You can assign accounts at the item, project or invoice level. It is preferable to create service and expense items in QuickBooks Desktop and then get them into Core. This reduces the step of creating or assigning G/L accounts for them in Core. You can delete the Chart of Accounts in Core and replace it with the QuickBooks accounts by syncing it over from QuickBooks first. Similarly, you should also get the QuickBooks class list into Core and then assign both accounts and classes to items. Doing this ensures that all the items are correctly mapped to the correct income and expense accounts as well as classes.

Tax items (such as Service Tax, Expense Tax, MST, MET) should be assigned to liability accounts. For example, Service Tax Amount can be assigned to the Sales Tax Payable account and so on. If you leave this blank, default accounts specified at the item level are used and these items are tagged as 'service' type. Associating tax items to service items has two flaws:

      • It treats the tax revenue as income, which is incorrect.
      • What you owe to the tax agency does not show up in your Sales Tax Liability report in QuickBooks Desktop.

To avoid these issues, we highly recommend that you assign proper liability accounts to these tax items in Core before sending data to QuickBooks Desktop.

Note: You can assign accounts to individual service and expense items from their respective screens in Core. The item-level accounts get precedence over the global default accounts.

To specify accounts for Core items to be synced to QuickBooks, follow these steps:

    1. Open the Core-QuickBooks Integration utility.
    2. On the Settings > Sync Settings tab, click Account Assignment > Default Accounts tab.
    3. Select the QuickBooks default accounts for various service and expense items. Check Field Descriptions above for details.

Default_Accounts.png

          • Default Account > Services Items
          • Expense Items
          • Discount Items
          • Default Bank Account
          • Default Tax > Service Items
          • Expense Items
          • Sales Tax Default Account
          • Vendor

Note: All the service or expense items that are synced from Core to QuickBooks Desktop inherit these settings. If tax is enabled for QuickBooks Desktop then it will inherit tax for the service and expense items synced from Core to QuickBooks Desktop and vice-versa.

4. Click Save.

Get Data from QuickBooks Desktop

QuickBooks Desktop users who are new to Core should start by transferring their existing data to a new Core database. After creating your Core company and specifying settings, you can get your QuickBooks data into Core using the Integrations feature and then verify the transferred data. As a best practice, you should delete the Chart of Accounts in Core and then get the accounts from QuickBooks. This ensures that the activity and expense items synced are properly mapped to the QuickBooks accounts. The Get from QuickBooks > All Items option should not be used unless the data between the two has been mapped before. It is especially not recommended for a large amount of data.   

To get your QuickBooks Desktop data into Core, follow these steps:

  1. Open the Core-QuickBooks Integration utility.
  2. Go to the Settings > Sync Settings > Get Settings screen and specify your sync preferences for getting data from QuickBooks Desktop, especially the date filters. Check Field Descriptions above for details.

Sync_Setting__Get_Setting.png

3. Click Save Settings.

4. Now go to the Get from QuickBooks menu and click the module whose data you want to get, say Chart of Accounts. It is best to follow the order of the menu for syncing data.

Sync_Setting__Get_Setting__Chart_of_Accounts.png

Note: We recommend that you do not get the time and expense entries from QuickBooks that are already invoiced. Instead, use the date filters on Sync Settings to get only entries that have not been invoiced yet.

Send Data to QuickBooks Desktop

Core allows you to send your data to QuickBooks Desktop using the Integrations feature. After setting the synchronization preferences in Core, you can send your data to QuickBooks and then verify the transferred data.  

To send your Core data to QuickBooks Desktop, follow these steps:

    1. Open the Core-QuickBooks Integration utility.
    2. Go to the Settings > Sync Settings > Send to QuickBooks screen and specify your sync preferences for sending data to QuickBooks, especially the date filters. Check Field Descriptions above for details.

Send_Settings.png

3. Click Save Settings.

4. Then go to the Send to QuickBooks menu and click the data you want to send, say Activities. It is best to follow the order of the menu for syncing data.

Map Records

After syncing your data between the Core and QuickBooks Desktop databases, you can view the mapped records as well as the unmapped records. You have an option to un-match the mapped records if they are not correctly matched in both databases. Similarly, you can match the un-mapped records, if needed.

Note: Groups are not included under this smart match feature.

To map the records between QuickBooks Desktop and Core, follow these steps:

    1. Open the Core-QuickBooks Integration utility.
    2. On the Settings > Sync Settings screen, go to the Smart Match > Unmapped tab.

      Unmapped_Records.png
    3. Select the records on both sides of the grid that you want to map and click Map Selected.

After your confirmation, these records disappear from the Unmapped grid and appear on the Mapped grid.

Un-Map Records

After syncing your data between the Core and QuickBooks Desktop databases, you can view the mapped records as well as the unmapped records. You have an option to un-match the mapped records if they are not correctly matched in both databases. Similarly, you can match the un-mapped records, if needed.

Note: Groups are not included under this smart match feature.

To un-map the records between QuickBooks Desktop and Core, follow these steps:

    1. Open the Core-QuickBooks Integration utility.
    2. On the Settings > Sync Settings screen, go to the Smart Match > Mapped tab.

      Mapped_Records.png
    3. Select all the records on the grid that you want to un-map and click Remove Mapping.

After your confirmation, these records disappear from the Mapped grid and appear on the Unmapped grid.

Synced Data

You should verify the transferred data in Core and QuickBooks Desktop after the synchronization process. This ensures that your information is accurate and complete before you begin normal processing. Data adjustments are needed especially in Core after getting data from QuickBooks Desktop because it requires certain fields that might be optional in QuickBooks Desktop. You can verify the accuracy of data either by running reports or checking screens in detail.

Make sure to check the following data:

  • General: Check the names or IDs of records (e.g., employees or projects) transferred from QuickBooks Desktop. You can change them or replace the placeholders with actual data.
  • Employees: When you get employees from QuickBooks Desktop, make sure to check their profile, bill and cost rates, and security settings in Core. Before entering time, review each employee record in Core to make sure the Bill Rate and Cost Rate is correct. In addition, if special bill rates (and special cost rates) apply to work done by employees on a project, be sure to define an appropriate fee schedule and assign it to related projects before entering time. Core uses these rates to calculate the bill amount and cost amount of time.
  • Vendors: If you enter time for vendors in Core, be sure to change the Bill Rate and Cost Rate in their profile. When you get vendors from QuickBooks, Core inserts a $0 placeholder value in their records.
  • Clients
  • Projects: Alt. Contact in QuickBooks Desktop corresponds to Project Manager in Core. If alternate contact is not specified in QuickBooks, Core fills a placeholder FromQuickBooks in the Manager field. Change that to the appropriate names. You must assign a manager to all projects in Core.
  • Activity and Expense Items
  • Time Entries: When you get time entries from QuickBooks Desktop, make sure to update the bill and cost rates in Core because QuickBooks Desktop does not require them. If special bill and cost rates apply to projects, make sure to define fee schedules and assign them to projects before entering time.
  • Invoices
  • Payments
  • Accounts: Compare Core and QuickBooks Desktop accounts and aging reports. If the data is the same, your integration is successful. If it is not the same, the cause could be a journal entry that adjusted A/R or A/P. Or a record that did not transfer. The solution is usually making a manual adjustment in Core.

After checking the data, you can change your sync settings to suit day-to-day synchronization, if you plan to do so.

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