Set up the Sync Between Zuper and Quickbooks Desktop

Set up the Sync Between Zuper and Quickbooks Desktop

Zuper Customer – QuickBooks Desktop 

Prerequisites:  
If you would like to sync all customers between QuickBooks Desktop and Zuper, please select “Yes” under the “Customer Master Sync” field on the App Configuration page. 
 
Selecting this as “No” will only sync the customer as a part of the Quote or Invoice sync between the systems. 


Notes
Note: The tax-exempt information under the customer in Zuper will not be synced to QuickBooks Desktop due to the limitation in QuickBooks Desktop API. Hence, you will need to update this information manually.


Zuper Parts & Services – QuickBooks Desktop Items & Services

 

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 item service in QuickBooks Desktop.

The various sync details:



NotesNote: You must create four custom fields (QBD Income Account, QBD COGS Account, QBD Asset Account, and QBD Expense Account) in Zuper for every part, product, or service to map the QBD Income Account, QBD COGS Account, QBD Asset Account, and QBD Expense Account from QuickBooks Desktop. Ensure these fields match since they are case sensitive.
NotesNote: QuickBook Desktop does not support a first class field called Category and hence it will not be synced with Zuper. 



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; only Zuper Quote integration to QuickBooks Desktop will happen.

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

The various sync details:
Notes
Note:
  1. Quote sync happens from Zuper Quote to Quick Books Desktop only when the quote reaches the “Sent” status.
  2. The fee entered in a Quote will not be pushed to QuickBooks Desktop.
  3. 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:



Notes
Note:
  1. 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.
  2. From Zuper’s side, we will create a payment mode if the payment mode between the system does not match.
  3. 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 Zuper pushes payments, the payments can be viewed against their corresponding invoices in QuickBooks Desktop. 
  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 QuickBooks Desktop. We will create it on QuickBooks Desktop if it is not present. 



Points to note:

  • QuickBooks Desktop does not retain the relationship between a quote and an invoice as Zuper does.