QuickBooks Online

Contractors Cloud integrates with the QuickBooks Online.

What Data Gets Synced

Financial Accounts

1-way import from QuickBooks Online
Items can be bulk imported into Contractors Cloud from QuickBooks Online

QuickBooks Financial Accounts can be imported into Contractors Cloud. Once accounts are connected, any changes in QuickBooks Online will update the record in Contractors Cloud.

Employees

User data with a direct responsibility role within a Project and employment type "Employee" is a 1-way push into a QuickBooks Employee. If the User is set to employment type "1099 Vendor", the user data will be a 1-way push into a QuickBooks Vendor.

Sales Rep

User data with a direct responsibility role within a Project will be a 1-way push into a QuickBooks Sales Rep.

Customers

A customer account only exports to QuickBooks when it is manually synced within the QuickBooks section within the Customer Account, or when a Contract/Job, Invoice, or Payment are synced.
Customer accounts created in QuickBooks Online do not sync into Contractors Cloud.
Customer accounts updated in QuickBooks Online only flow into Contractors Cloud if the account was previously synced.
Customer contact data (First name, Last name, email, phone) is a 1-way push into QuickBooks.

Jobs

A customer account only syncs when it is manually synced within the QuickBooks section within the Customer Account, or when a Contract/Job is synced.
Once the customer is connected, it is a 2-way sync from that point on.

Class Tracking

Full 2-way sync
Classes can be bulk imported into Contractors Cloud from QuickBooks Online

Invoice Items

Full 2-way sync
Items can be bulk imported into Contractors Cloud from QuickBooks Online

Invoices

Contractors Cloud invoice data is a 1-way push into a QuickBooks Invoice. Contractors Cloud attempts to match existing QuickBooks invoices by reference numbers on the initial sync.

Credit Memos

Credit Memos currently do not sync.

Payments

Payments created in Contractors Cloud will export to QuickBooks Online.
Payments created in QuickBooks Online will import into Contractors Cloud only if
- they are assigned to a connected Customer Account
- they are applied to Invoices belonging to connected Contractors Cloud Projects
xxx

Refunds

Refunds currently do not sync.

Bills

Contractors Cloud bill data is a 1-way push into a QuickBooks bill. However, QuickBooks Bills that have been modified within the last 2 weeks can be imported into a Contractors Cloud Contract.

Vendor Credits

Vendor Credits currently do not sync.

Vendors

Installer, Supplier, and Vendor data are a 2-way sync into a QuickBooks Vendor depending on where it was updated last.

Sales Tax Codes

1-way import from QuickBooks Online
Items can be bulk imported into Contractors Cloud from QuickBooks Online

Terms

Full 2-way sync
Terms can be bulk imported into Contractors Cloud from QuickBooks Online

QuickBooks Online Projects

Contractors Cloud currently does not support QuickBooks Online Projects.

Delete Functionality

Contractors Cloud contains no deletion functionality in QuickBooks. Therefore, if an entity is deleted in Contractors Cloud, it should be manually deleted or made inactive in QuickBooks.

Requirements

Your Contractors Cloud Account Manager will need to first enable your QuickBooks integration.
You will need to be a valid QuickBooks User.

User Connection

Go into your User profile, Integrations, then click Connect a QuickBooks account.

Follow the QuickBooks dialogs to connect your QuickBooks User account to Contractors Cloud.

When complete, your QuickBooks User account is now connected to your Contractors Cloud user account.

Company Connection

Click the QuickBooks integration option within Company Settings (permission required).

QuickBooks Type

Set to QuickBooks Desktop, if not already set.

Enable QuickBooks for this Company

Set this to ON. Setting to OFF will pause all submissions to the web connector queue.

QuickBooks Online Connection

Click the desired Realm ID box to connect the Contractors Cloud to the QuickBooks Company.

In QuickBooks, click the Integrations icon. You'll see the Contractors Cloud logo. When clicked, you can now manage the QuickBooks/Contractors Cloud connection within My integrations.

Synchronization Settings

EMPLOYEE/SALES REP EXPORT

This syncs employees and sales reps. Click this on if you want the employee/sales rep to be attached to the QuickBooks job and invoices. NOTE: In order for a User to sync, they need a User Type of either Employee or 1099 Vendor.

CUSTOMER JOB EXPORT

Here you can enable customer jobs. WE HIGHLY RECOMMEND ENABLING CUSTOMER JOBS in case you do future work for an existing customer.

SERVICE ITEMS & INVOICES

Enabling this will allow "customer" invoices to be synced from Contractors Cloud to QuickBooks. NOTE: You will have to assign QuickBooks accounts to your invoice items within the Invoice Customization area to the left.

CREDIT MEMO EXPORT

Here you can enable the syncing of Credit Memos. NOTE: This does not include refunds or overpayments. Those will have to be entered manually into your QuickBooks.

PAYMENT EXPORT

Enabling this will allow payments to be synced from Contractors Cloud to QuickBooks. NOTE: all payments will be brought over as un-deposited payments. If you wish to have them automatically marked as deposited, you will need to set this in your QuickBooks Company Preferences.

VENDORS & BILL EXPORT

Enabling this will allow Contractors Cloud expenses to be synced as QuickBooks bills.

AUTO MARK INVOICES FOR PRINTING

This setting allows you to automatically mark invoices for printing within your QuickBooks.

AUTO EXPORT EXPENSES ON WORK ORDER COMPLETION

Setting this auto sync is a safety measure to insure all of your invoices are in QuickBooks when Contractors Cloud senses all work has been completed.

QuickBooks Settings

Synchronize Contracts after this Date

Here you enter a date where any contract on or after this date will have the option to be synced with your QuickBooks.

CAUTION: IT IS HIGHLY RECOMMENDED TO START FRESH WITH NEW CONTRACTS THAT ARE NOT CURRENTLY IN YOUR QUICKBOOKS. So set your date to something that is recent and that is not currently in your QuickBooks. The reason for this is if you have manually entered a customer into QuickBooks and you try to sync from Contractors Cloud it could recreate the customer or duplicate transactions that may have been entered manually.

Synchronize Type

Manual by Button - With this option you will have to push a button within the contract to send the data to QuickBooks.

Automatic - With this option it will automatically send data to QuickBooks whenever a financial transaction is updated in Contractors Cloud.

Synchronization Format

Here you can choose to bring all data with capitalized letters. This is merely a personal preference setting.

Customer Account Name Format

Here you can set how you want your customer names to be formatted in your QuickBooks. It defaults to Lastname, Firstname. We recommend keeping this default.

Customer Job Format

Here you can set the format of your customer jobs. It defaults to Project Number � Project Address. We recommend keeping this format.

Default Accounts Receivables Account for Payments

Payments will automatically be categorized in the Undeposited Funds section of your QuickBooks unless you enter a default Accounts Receiveables account here. NOTE: The account must be an Accounts Receivables account.

Expense Export Status

This setting allows you to determine if you want only Paid expenses to transfer or Paid & Approved expenses to transfer.

How the Web Connector Works

Import Accounts

Within Company Settings, Financial Accounts click the Import accounts menu link, then click Import Accounts from QuickBooks Desktop. When clicked, run the web connector. This will update any matching accounts and import any new accounts from QuickBooks.

If Account changes are made within QuickBooks, this import should be redone in order to update the accounts in Contractors Cloud.

If any errors occur due to a financial account conflict, run this operation to re-sync accounts.

Import Invoice Items

Within Company Settings, Invoice Items & Lists click the Import items menu link, then click Import Items from QuickBooks Desktop. When clicked, run the web connector. This will update any matching invoice items and import any new items from QuickBooks.

If any errors occur due to an invoice item conflict, run this operation to re-sync items.

Sending Data to the Web Connector Queue

Below shows how to manually send data to the web connector queue. However, if the Synchronize Type is set to Automatic, data will automatically be sent to the queue.

Sync an Entire Job

Click the Sync Job within a Contract to send the entire job to the web connector. This includes the Customer Account, Job Data, and all applicable Invoices, Payments, and Bills.

Customer Accounts

When a Customer Account is created in Contractors Cloud and used in a Job, the customer will be added as a Customer in QuickBooks.

Click Sync to send the customer data directly to the web connector queue. Click View log the see the web connector process logs.

Invoice Items

When an invoice item is created in Contractors Cloud and used in an Invoice, the item will be added as a service item in QuickBooks.

Click Sync to send the invoice item directly to the web connector queue. Click View log the see the web connector process logs.

Invoices

When an invoice is created in Contractors Cloud and Sync Invoice checked, the invoice will be added as an invoice in QuickBooks.

Click Sync to send the invoice directly to the web connector queue. Click View log the see the web connector process logs.

Payments

When a payment is created in Contractors Cloud and Sync Payment checked, the payment will be added as a payment in QuickBooks.

Click Sync to send the payment directly to the web connector queue. Click View log the see the web connector process logs.

Bills

When a bill is created in Contractors Cloud and Sync Bill checked, the bill will be added as a bill in QuickBooks.

Click Sync to send the bill directly to the web connector queue. Click View log the see the web connector process logs.

To import bills from QuickBooks into a Job Contract, first send a bill import request to the web connector and run the connector. Then check the bills related to the Customer:Job within the list and click Import. This is done within the Job Costs tab of a Contact.