Set up the Sync Between Zuper and Quickbooks Desktop

Zuper Customer – QuickBooks Desktop Estimate

Prerequisites:  

The Customer master sync should be “Yes” on the configuration page. If “No” is selected, the customer will be pushed whenever a new quote or invoice is created. 

Note: If the customer is tax-exempt in Zuper, the information will not be synced in Quick Books Desktop. You will have to update it manually.

Zuper Parts & Services – QuickBooks Desktop Parts & Services

 

Prerequisites:

The parts and services master sync should be “Yes” on the configuration page. If “No” is selected, the parts/services will be pushed whenever a new quote or invoice is created. 

In Zuper, if a part or product is set to track quantity as "Yes," it is pushed to QuickBooks as inventory. If set to "No," it is pushed as non-inventory, while services in Zuper are pushed as itemservice in QuickBooks Desktop.

The various sync details:

Note: You must create three custom fields in Zuper for every part, product, or service to map the COGS, Asset, and Income accounts from QuickBooks Desktop. Ensure these fields match exactly, including spaces and camel case.

Note: Product categories from Zuper will not be synced with QuickBooks Desktop.

Zuper Quote – QuickBooks Desktop Estimate

The sync happens from Zuper Quote to QuickBooks Desktop Estimate.

 

Prerequisites: The Quote sync should be “Yes” on the configuration page; then, only integration from Zuper Quote to Quick Books Desktop will happen.

You can do three significant actions: Quote Create Sync, Quote Update Sync, Quote Deposit Payment Sync.

The various sync details:

Note: Quote sync happens from Zuper Quote to Quick Books Desktop only when the quote reaches the “Sent” status.

Note: The fee entered in a Quote will not be pushed to QuickBooks Desktop.

Note: If a quote includes a deposit amount, when pushing the invoice created from that quote to QuickBooks Desktop, we will also push the deposit as a partial payment.

Zuper Invoice – QuickBooks Desktop Invoice

The sync happens from Zuper Invoice to QuickBooks Desktop Invoice. The sync from Zuper to QuickBooks occurs based on the status selected in the configuration settings.

You can do three significant actions: Invoice Create Sync, Invoice Update Sync, and Invoice Payment.

The various sync details:

Note: By default, we will create custom fields in Zuper named QuickBooks ID and QuickBooks Sequence ID. When cloning any invoice that has been pushed to QuickBooks Desktop, please remove both IDs; otherwise, the push will fail.

Note: The invoices with payment mode as cash and offline will only be synced to Quickbooks Desktop. 

Note: From Zuper’s side, we will create a payment mode if the payment mode between the system does not match.

Note: The fee and tip entered in Zuper invoice will not be synced in Quickbooks desktop.

Zuper Payments – QuickBooks Desktop Payments

 The sync will happen from Zuper payments to Quickbooks payments.

The various sync details:

1.  When payments are pushed from Zuper, the invoice against the payment can be viewed on the QuickBooks desktop.

1.  We will push the payments that only have offline payment in Zuper.

1.  We will mark a payment as void whenever it is voided in Zuper.

1.  For seamless sync, the payment mode must be configured in Zuper and Quick Books Desktop. We will create it on Quick Books Desktop if it is not present. 
   

Core Pointers

• Estimates and Invoice links are not possible on QuickBooks desktop.

• You can sync customers or organizations from Zuper to QuickBooks Desktop. If you select organization syncing, we will push organization information only when creating transactions. A master sync of organizations is not possible.
  
  
• New features in Zuper's latest version, such as markup, Stock Transfer Order, etc., will not be pushed to QuickBooks Desktop.
  
  
• Multi-currency support is not available in Zuper.
  
  
• Classes handling is not managed.
  
  
• Credit memo and refund process scenarios are not handled.
  
  
• Custom field mapping capabilities are not handled for now.
  
  
• We recommend maintaining tax or discount in only one system. Either you can maintain tax or discount in QuickBooks Desktop or Zuper, not both.
  
  
• If the percentage or value of a discount changes in any transaction from the master value, a new discount item will be created in QuickBooks Desktop.
  
  
• If you add a custom line item to any quote or invoice in Zuper, the item will be created as a service item in QuickBooks Desktop.
  

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