QuickBooks Desktop

Invoiced integrates with QuickBooks Desktop out of the box to extend the billing capabilities of QuickBooks. This document describes how to set up the integration and how it works in detail.

Overview

The QuickBooks Desktop integration ships with the following capabilities:

  • Importing outstanding invoices from QuickBooks Desktop
  • Importing customers from QuickBooks Desktop
  • Reconciling payments received on Invoiced to QuickBooks Desktop
  • Syncing payments recorded on QuickBooks Desktop to Invoiced

Data Flow

Invoiced

Sync

QuickBooks Desktop

Customer

Customer

Contact

Contact

Invoice

Invoice

Credit Note

Credit Memo

Payment

←|→

Payment

Supported QuickBooks Versions

The QuickBooks Desktop integration works with these versions of QuickBooks (Windows only).

  • QuickBooks Enterprise Solutions (2015 or later)
  • QuickBooks Premier (2015 or later)
  • QuickBooks Pro (2015 or later)
  • Canadian editions of QuickBooks (2015 or later)
  • UK editions of QuickBooks (2015 or later)

Setup

  1. In order to begin syncing with QuickBooks Desktop first go to SettingsAccounting Sync.
  2. Click on Select within the QuickBooks Desktop square.
  3. Click on Setup to begin the setup process for QuickBooks Desktop.
  4. Install QuickBooks Web Connector on the computer where QuickBooks is installed, if you have not already.
  5. Click Generate QWC configuration.
  6. Download the invoiced.qwc file and open it in QuickBooks Web Connector.
  7. Enter in the generated password. Make sure you do this before closing the configuration screen on Invoiced because the password is irretrievable once you click Done.

Usage

In this section you will learn how to use the QuickBooks Desktop integration.

Syncing data

These are the steps to run an Invoiced sync. This will sync the supported data flows between QuickBooks and Invoiced.

  1. Open QuickBooks Web Connector.
  2. Close any open windows on QuickBooks associated with the documents that will be synced.
  3. Check Invoiced and click Update Selected.
  4. When the sync has completed you should see your data on Invoiced.
QuickBooks Desktop Successful Sync
QuickBooks Desktop Successful Sync

Once the integration is fully configured, new transactions will sync with Invoiced on a going forward basis. The integration does not sync data created prior to the integration being installed. See the Importing Data for instructions on how to import transactions prior to installing Invoiced.

Turning on automatic syncing

You can tell QuickBooks Web Connector to run syncs automatically by turning on the Auto-Run setting and specifying how often you want the sync to run in the Every_Min box

QuickBooks Desktop Auto Run
QuickBooks Desktop Auto Run

Edge Cases

Here we have documented all of the limitations, nuances, and edge cases to be aware of when using the QuickBooks Desktop integration.

  • Customers on Invoiced are mapped to customers on QuickBooks by the name. Please keep in mind that QuickBooks does not allow multiple customers with the same name, but Invoiced does allow duplicates.
  • Open invoices for active customers will be imported into Invoiced. Invoices that are closed or belong to inactive customers will not be imported.
  • Modifications to invoices on Invoiced after they are synced will do nothing to the corresponding invoice in QuickBooks.
  • Refunds are not currently synced. Any refunds initiated through Invoiced must be reconciled by hand.
  • If you are using jobs, the default behavior is that transactions will roll up to the top-level customer on Invoiced. If you wish to have separate customers for each job then please contact Invoiced Support to enable that functionality for your account.
  • The integration is a going forward sync and only imports transactions modified after the initial sync. If an invoice is partially paid BEFORE the initial sync and is then is paid in full AFTER then the invoice will have an incorrect balance on Invoiced because the original partial payment was not seen by the integration. In order to correct this the original payment will need to be re-created on Invoiced OR the synced invoice and payment must be deleted on Invoiced.

Troubleshooting

When a sync fails you will be able to see the error message in the Recent Syncs section in SettingsAccounting Sync. Normally the error message will include the invoice # that failed and a detailed reason why it could not be synced. Oftentimes there is a manual action required on your end.

Below we have documented commonly encountered errors and recommended resolutions. If you are still unable to get your books synced then please contact support@invoiced.com for further assistance.

Sync is not working

Please make sure you are connected to the internet in order to connect to Invoiced.

Mismatched password

Every time you download a .qwc file please make sure you are using the associated password. Each time you generate a configuration this will generate a fresh password.

Updating the .qwc file

If you are installing a new .qwc file, please make sure that you clear out the old sync first if you are replacing an existing sync.

Error Messages

Could not start QuickBooks

You will run into this error if QuickBooks is not open, and you are running the sync through the web connector. The remedy is to give the sync the ability to login automatically into QuickBooks, even when QuickBooks is closed.

In QuickBooks go to EditPreferencesIntegrated Applications and then click Properties under the connected integration. In the properties screen, choose "Allow this application to login automatically.

QuickBooks Desktop Enable Auto Integration Login
QuickBooks Desktop Enable Auto Integration Login

Object specified in the request cannot be found

The error message Object "...." specified in the request cannot be found. on a payment record can often be caused by one of these reasons:

  1. The invoice is already paid on QuickBooks. If you try to create a payment on Invoiced for an invoice that is already paid on QuickBooks then you can see this error. The solution is to ignore the error message.
  2. You use multiple A/R accounts in QuickBooks. If the payment is applied to multiple invoices that use different A/R accounts then you can see this error. The solution is to first void the failing payment on Invoiced. Then you must create a new payment for each A/R account that is only applied to invoices of the same A/R account.

1000 Error

The error message 1000 - There has been an internal error when processing the request. happens when the data our integration requested cannot be extracted. The 1000 error indicates that the QuickBooks company file has corrupt data and needs to be rebuilt. QuickBooks company files can become corrupt for many reasons. The probability of a corrupt company file increases as your company file size grows.

If rebuilding your company file does not work then we recommend sending your QuickBooks Web Connector log file to Intuit support to resolve the issue. There are also QuickBooks consultants that specialize in rebuilding or splitting corrupt company files as a possible solution.