How Do I Configure My Workflows To Sync With QuickBooks for Customers and Jobs?

By checking the 'Send to QuickBooks' checkbox next to a status in your workflow, you determine when a job or contact is sent to QuickBooks.

Overview

Learn how to configure your workflows to sync with QuickBooks for both customers and Jobs. The status that is checked is a trigger that will send the record to Quickbooks. To prevent lost leads from ending up in QuickBooks, users typically do not send jobs in a ‘lead’ or ‘estimating’ status to QuickBooks. Often the ‘sold’ status is the first to trigger a QuickBooks sync to ensure that the contact is indeed a paying customer.

Please note: Once a job syncs to QuickBooks, all transactions associated to that job that are not in a 'draft' status will also be sent to QuickBooks.

Where to find Quickbooks Workflow settings:

Click on your profile icon or initials in the top right corner
Select Settings from the dropdown menu
Navigate to either the Contact or Job Workflow tab
Hover over the ellipse ••• icon and click Edit

Screenshot 2023-11-21 at 2.20.12 PM

To edit the ‘Send to QuickBooks’ box:

Hover over the ellipse ••• icon again on the chosen status and click Edit

Check the box next to "Send to Quickbooks"
Save Status

QuickBooks - send status to QuickBooks

If you are using Jobs, you will want to verify the ‘Send to QuickBooks’ status of both Contact and Job workflows.

A job cannot sync to QuickBooks unless the Parent Contact has also synced to QuickBooks. All Jobs will have to be assigned a Parent Contact to sync to QuickBooks.