In this section
- What is QuickBooks Sync?
- What fields sync from Printavo to QuickBooks?
- How is sales tax handled in Printavo's QuickBooks Sync?
- Can you merge customers in QuickBooks after Printavo creates them?
- What should I do if I connect a new QuickBooks account?
- Why did an invoice sync to the wrong customer in QuickBooks?
- How do payments sync to QuickBooks?
What is QuickBooks Sync?
Syncing QuickBooks with Printavo is fast and simple!
We integrate with QuickBooks Online to export your customers, invoices, and payments from Printavo to QuickBooks.
To sync your QuickBooks Online account with Printavo, head to My Account > QuickBooks Sync to sync your account. You will need a paying Standard or higher subscription.
Any changes you make to invoices, customers, or payments in Printavo, will be created and updated in QuickBooks Online every 2 hours. You can always fully sync your account in My Account > QuickBooks Sync. If you have any issues with invoices not syncing, you will want to fully sync your account first in My Account. Note that, if changes are made to an invoice in QuickBooks, and the invoice is updated in Printavo, it will overwrite the changes in QuickBooks.
What fields sync from Printavo to QuickBooks?
Here is an outline as to what fields we sync to QuickBooks and how that works.
|First Name||Given Name|
|Last Name||Family Name|
|Company or Full Name||Display Name|
|Billing Address||Billing Address|
|Shipping Address||Shipping Address|
|Resale Number||Resale Number|
* Contacts will be Sub customers in Quickbooks
|Invoice Number||Invoice Number|
|Customer Due Date, Invoice Date, Production Due Date or Created Date (Can choose in settings)||Invoice Date|
|Customer Due Date||Due Date|
|Customer Email Address||Billing Email|
|PO Number||Customer Memo|
|Line Item Sizing/Styles/Descriptions/Columns||Description Field|
|Line Item Category||Product/Service (untaxable)|
|Order Fees||Normal Line Items|
Customer Memo (Message displayed on invoice)
Note: Billing/Shipping address in QuickBooks will pull from the associated customer in QuickBooks.
|Transaction Date||Transaction Date|
*if there is no category selected, then it will be synced to "General N/A"
How is sales tax handled in Printavo's QuickBooks Sync?
US Customers - Sales tax rates in Printavo are created as rates in QuickBooks, ex: "7% - Printavo"
Canada - Sales tax rates in Printavo are created as rates in QuickBooks, ex: "13% - Printavo"
UK - 20% sales tax in Printavo use "20.0% S" in QuickBooks while 0% sales tax uses "0.0% Z" in QuickBooks.
Can you merge customers in QuickBooks after Printavo creates them?
Merging or deleting any customers, invoices, or payments Printavo creates in your QuickBooks account will cause future syncing issues. Printavo stores references to the data we sync to QuickBooks so changing the data in QuickBooks will destroy the references and prevent successful syncs.
In short, do not merge or delete customers, invoices, or payments in QuickBooks if they have been imported by Printavo. It is better to make the necessary change in Printavo and allow that change to sync into your QuickBooks account.
What should I do if I connect a new QuickBooks account?
If you've had an existing QuickBooks account connected to your Printavo account, and want to connect a new one, please follow the below instructions. Printavo stores reference information to the old QuickBooks account which Customer Care will need to delete before connecting your new QuickBooks account.
- Disconnect your QuickBooks account from Printavo in My Account > QuickBooks Sync > Settings
- Email Printavo Customer Care to reset your "QuickBooks references" or click here to create the email
- You can now connect Printavo to your new QuickBooks account
Why did an invoice sync to the wrong customer in QuickBooks?
Our sync will create/update customers from Printavo to QuickBooks. If the customers are then merged/deleted in QuickBooks, this can cause invoices to sync to the wrong customer.
How do payments sync to QuickBooks?
Once an invoice syncs, the associated payments can go into QuickBooks. Payments will be attached to the same customer/invoice that's in Printavo, but in QuickBooks too.
Once a payment syncs to QuickBooks, it will go under Undeposited Funds. This allows you to match your bank deposits with the actual payments, for reconciliation purposes. e.g. most credit card processors will deposit the funds in your bank 2-3 days after the actual payment, so your bookkeeper can then leave the undeposited payments in undeposited funds until they actually get deposited, and then move them over to the bank account in QuickBooks.
This article on Intuit's QuickBooks Support Center regarding the Undeposited Funds account helps give guidance to your bookkeeper on working with undeposited funds.