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What is QuickBooks Online Export?

Exporting data into QuickBooks Online using Printavo is fast and simple!

We integrate with QuickBooks Online to export your customers, invoices, and payments from Printavo to QuickBooks.

To connect your QuickBooks Online account with Printavo in preparation for exports, head to My Account > QuickBooks Online Export to connect 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 export your account in My AccountQuickBooks Export.  If you have any issues with invoices not exporting, you will want to fully connect 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 export from Printavo to QuickBooks Online?

Here is an outline as to what fields we export to QuickBooks Online and how that works. 

Customers

 Printavo  QuickBooks Online
 First Name  Given Name
 Last Name  Family Name
 Company  Company
 Company or Full Name  Display Name
 Email  Email
 Phone  Phone
 Fax  Fax
 Billing Address  Billing Address
 Shipping Address  Shipping Address
 Notes  Notes
 Tax Exempt  Taxable
 Resale Number  Resale Number

 * Contacts will be Sub customers in Quickbooks Online

Invoices/Orders

 Printavo  QuickBooks Online
 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
 Notes

 Customer Memo (Message displayed on invoice)

Note: Billing/Shipping address in QuickBooks Online will pull from the associated customer in QuickBooks Online.

Payments

 Printavo  QuickBooks Online
 Amount  Total
 Description  Description
 Transaction Date  Transaction Date
 Category  Payment Method

*if there is no category selected, then it will be exported to "General N/A"  

How is sales tax handled in Printavo's QuickBooks Online Export?

US Customers - Sales tax rates in Printavo are created as rates in QuickBooks Online, ex: "7% - Printavo"

Canada - Sales tax rates in Printavo are created as rates in QuickBooks Online, ex: "13% - Printavo"

UK - 20% sales tax in Printavo use "20.0% S" in QuickBooks Online while 0% sales tax uses "0.0% Z" in QuickBooks Online.

 

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Can you merge customers in QuickBooks Online after Printavo creates them?

Merging or deleting any customers, invoices, or payments Printavo creates in your QuickBooks account will cause future exporting issues. Printavo stores references to the data we export to QuickBooks Online so changing the data in QuickBooks Online will destroy the references and prevent successful exports.

In short, do not merge or delete customers, invoices, or payments in QuickBooks Online if they have been imported by Printavo. It is better to make the necessary change in Printavo and allow that change to export into your QuickBooks Online account.

 

What should I do if I connect a new QuickBooks Online account?

If you've had an existing QuickBooks Online 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 Online account which Customer Care will need to delete before connecting your new QuickBooks Online account.

  1. Disconnect your QuickBooks Online account from Printavo in My Account > QuickBooks Online Export > Settings
  2. Email Printavo Customer Care to reset your "QuickBooks references" or click here to create the email
  3. You can now connect Printavo to your new QuickBooks Online account


Why did an invoice export to the wrong customer in QuickBooks Online?

Our export will create/update customers from Printavo to QuickBooks Online. If the customers are then merged/deleted in QuickBooks Online, this can cause invoices to export to the wrong customer.


How do payments export to QuickBooks Online?

Once an invoice exports out of Printavo, the associated payments can go into QuickBooks Online. Payments will be attached to the same customer/invoice that's in Printavo, but in QuickBooks Online too. 

Once a payment exports to QuickBooks Online, 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 Online.

This article on Intuit's QuickBooks Support Center regarding the Undeposited Funds account helps give guidance to your bookkeeper on working with undeposited funds.

 

 

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Comments

2 comments
  • I tried to ask for a payment that was $0.01 and Printavo gave me an error message that the amount was too small. This makes sense, yet I was trying a test and wanted to see if this invoice would sync to QB.

    Are there any times when an invoice (other than the status not being checkmarked to sync) that the invoice would not be sync'd to QB? Will it sync before we ask for payment?

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  • Hi Gloria,

    A Job will be put in the queue to sync if it is in a status that syncs. That is independent of a payment request. I suggest to include any statuses where money is usually exchanged or any type of work has been performed to ensure that job is synced to your QuickBooks online.

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