Sync with QuickBooks

Before exporting your invoice data to QuickBooks you will need to establish a connection between TestVault and QuickBooks. Once this is done you will be able to periodically send updated invoices to QuickBooks with the click of a button. After each invoice is synced it will automatically be assigned an invoice number by QuickBooks, which will be visible in TestVault. Follow the instructions below to setup your connection to QuickBooks and send your updated invoices.

Connect to QuickBooks Online:

  1. Click "Preferences" from the main navigation.
  2. Click the "Connect to QuickBooks" button.
  3. Sign in to Intuit to authorize TestVault to connect to QuickBooks.

Send Updated Invoices to QuickBooks Online:

Once QuickBooks is setup, a couple of changes will appear in the "Billing" section in the main navigation.

  1. A new button, "Export to QuickBooks," will appear under the "Actions" button on the top right of the "Billing" section.
  2. Your QuickBooks service items will be added to the "Items" list in "Rules" in the price schedule. This will allow you to map different test types in TestVault to the accounts you use in QuickBooks.

Whenever you want to send your updated invoices to QuickBooks you can simply click the "Export to QuickBooks" button in the "Billing" section.

Connect to QuickBooks Desktop:

  1. Click "Preferences" from the main navigation.
  2. Click the "Configure" link next to QuickBooks Desktop.
  3. Select the Export Manager and create a password for QuickBooks on the right side of the page.
  4. Download the newest version of QuickBooks Web Connector.
  5. Download your QWC File and load it in the QuickBooks Web Connector. Then enter the password you set in step three.
  6. This completes the initial configuration. In the future, anytime you want to sync, proceed to step seven.
  7. Check the box next to TestVault in QuickBooks Web Connector and press "Update Selected".

Send Updated Invoices to QuickBooks Desktop:

Once you setup QuickBooks Web Connector by following the steps in the previous section you can sync new invoices by doing the following:

  1. Open QuickBooks Web Connector.
  2. Check the box next to the TestVault connection and then click “Update Selected” to start syncing.

Dealing with Issues

After you trigger a sync (with either the Online or Desktop version), you will recieve a summary email letting you know if everything went through properly. If there are any issues, the email will explain what they are and how to fix them. Once you have made the corrections you can perform another export and then the invoices will be synced.

Missing Invoice Numbers

If invoice numbers are not automatically generated after syncing, it's possible that you have "custom transaction numbers" turned on in QuickBooks. To disable this in QuickBooks Online:

  1. Click the Gear icon > Account and Settings or Company Settings if you are using the Accountant module.
  2. Click Sales on the left, and then select the edit icon for Sales form content.
  3. Uncheck the "custom transaction numbers" checkbox, and then click save.

Invoice Criteria:

Please note that TestVault can only sync invoices with QuickBooks which meet the following criteria:

  • The invoice can be $0, but it must have at least one line item.
  • The invoice must have a due date. This date is set automatically once you send the invoice. If you don't want or need to send it then just set one manually.
  • The invoice must have service items assigned to each of the line items.
  • The invoice cannot have previously been synced with QuickBooks or it must have been changed since the last time it was synced.