Step 1 | Backup: Take a backup to ensure successful QB restoration.
Step 2 | Contact Us: Email: This email address is being protected from spambots. You need JavaScript enabled to view it. or Phone: 844-688-5584 to discuss your customer contact list prior to integrating with QBO. *Customers can't be deleted from ProjX360 so we will discuss and review options on how to proceed with your customer data.
Step 3 | Export client data columns: Export a full client csv backup. In QBO click Reports from the Main Menu. In the "Find report by name" search bar type in Customer Contact List. Once you are on this page you can use the cog to add additional column options/re-arrange all data column fields.
Step 4 | Email: Full client csv to This email address is being protected from spambots. You need JavaScript enabled to view it. so we can proof for any duplicates or clients that will need correction before making the sync to add your QB clients to ProjX360. *Once clients are in ProjX360 they can't be deleted. A ProjX360 representative will reach out once proofed and confirm the QB connection is ready to be made. *DO NOT proceed until we have walked you through all steps. If done incorrectly this will require a complete environment reset wiping all data done to date.
Requirements:
Minimum of QuickBooks Plus plan.
User must be made an "Admin" in QuickBooks in order to use the integration.
Login session will last 1 hour from the time it is issued. Login again to authenticate.
Click Integrations. Click the button to authorize ProjX360 to connect to your QBO account. Use your QBO credentials for the Email/User ID & password.
Setup the following accounts under Accounting > Chart of Accounts if the following types do not exist.
Income Account: Money that you get from your normal day to day business tasks such as sales revenue or income for service rendered.
Expense Account: These are amounts you owe but haven't yet paid.
Asset Account: Includes vehicles, equipment, buildings, and other assets used for business.
Liability Account: Money that you spend on expenses related to normal business operations such as advertising and promotion, office supplies, and rent.
Choose accounts in QBO (Must be a valid Account).
Only one account per type. If any account is blank without options you do not have a valid account created. Setup or verify the account type then return to see if the account has populated with an option.
In QBO - Go to Sales > Product and Services create a New Service item for an Equipment and Labor Item (you can create your own name for these) then choose which Income account each relates to.
Syncing Items between ProjX360 and QuickBooks Online
In the Integrations menu item you will now see an integration panel for QuickBooks Online
Select the items you wish to sync from the drop down.
NOTE: Once the following data is synced with QuickBooks you will be able to sync your Invoices, Proposals, Purchase Orders and Timesheets.
Step 1: Clients - This step must be done in order to sync Invoices or Proposals.
Step 2: Products - This step must be done in order to sync Purchase Orders. Do not sync Products or PO's if you are tracking Inventory in ProjX360. Review complete requirements in each section.
Step 3: Employees - Not required if you are not syncing Timesheets.
Step 4: Suppliers - This step must be done in order to sync Purchase Orders. Supplier sync is not required if you are tracking Inventory in ProjX360. Review complete requirements in each section.
Important field size restrictions (# of characters)
*Data longer than the limits will be truncated at that limit
Customers / Employees:
First Name: 25 Characters
Last Name: 25 Characters
Company Name: 41 Characters
Phone: 21 Characters
Address: 41 Characters
City: 31 Characters
State: 21 Characters
Postcode: 13 Characters
Country: 31 Characters
Products:
Name: 31 Characters
Model Number: 31 Characters
Company Name: 41 Characters
Description: 4095 Characters
Suppliers:
Name: 41 Characters
Address: 41 Characters
City: 31 Characters
State: 21 Characters
Postcode: 13 Characters
Country: 31 Characters
Phone: 21 Characters
Clients
Before syncing Clients please ensure you have completed all previous "Setup" steps before proceeding. On first sync of Clients you will be presented a message and button to "Match" clients. Click Match Clients to proceed.
Options
You can sort and search this table as needed, but you must clear all unmatched clients by either adding, matching or ignoring them before being able to add any other items to the sync queue.
Step 1 - Run Ignore Jobs: Do this first since we are only looking to match to the customer not the QB job. Any invoice or proposal estimate will push to the client record. In QB you can choose the job relation from the drop down. Do not proceed with adding any QB Jobs as this will create the same client record in ProjX360. We are only looking to create the customer with no duplicates. Jobs will be setup as Project (locations) in ProjX360 tied to a customer.
Auto Match: Do not use unless you have 100% data. This will attempt to match the entire list of clients from QuickBooks Desktop with the ProjX360 client list based on the criteria shown. We recommend to Match the few clients manually by clicking the smaller "Match" button next to each client for 100% accuracy.
Ignore: You do not want to add the client to ProjX360. Keep in mind that we will ignore that QuickBooks Online client moving forward. If you wish to use the client in the future look for the maintenance section below on how to recover.
Add: Once clicked it will auto add to the ProjX360 client database and be matched. This method can be used to populate your entire client database from QB to ProjX360. Clicking add on a client that already exist in your ProjX360 client list will result in duplicate entries. If this happens you will have to first unset the match under our maintenance area (Clients - Matching Management). Once the match is disconnected you can wipe out all data in ProjX360 for that client and re-use for another. Best practice is to label RE-USE 1, RE-USE 2 etc. These entries will show up in QB but will eventually resolve once the RE-USE client record has been updated to be a client record and the client sync has been ran to update the record in QB.
Match: If any client record exists in ProjX360 you will click match next to all of those client record individually to prompt the modal and match the QB record to the ProjX360 record.
Next sync any new Clients will push to QBO and any previously matched Client records will update.
Complete! This has been mapped.
All new clients or changes should be made in ProjX360 so on client sync those records will automatically be added/matched to your QB. If a new record is added to QB first you will be prompted to Add, Match, Ignore it. Verify it does not exist in ProjX360 before adding. If the record is in ProjX360 match. If this is a record you do not want to ever sync Invoices, Estimates or add you can ignore.
The following fields overwrite from ProjX360 to QB. *One-way sync of data. QB records do not sync back to ProjX360 so ensure you are always updating in ProjX360 to avoid customer data loss.
Display Name > QBO Display Name
First Name > QBO First Name
Last Name > QBO Last Name
Company > QBO Company
Phone > QBO Phone
Phone (Alt 1) > QBO Mobile
Phone (Alt 2) > QBO Other
Email > QBO Email
Client Address > QBO Shipping Address
Billing Address > QBO Billing Address
Invoices
All Invoice lines are sent to QB as Product/Service: Sales.
Invoice must be marked with a status of "Closed" in order to sync to QB.
Tax must be manually added in QB.
Always sync Clients before Invoices to ensure QB has the latest changes from ProjX360 that may be in the Invoices you're syncing over.
Once sync is complete in QBO go to Sales > Invoices to find your Invoice.
In ProjX360 set your "Closed" invoice to "Archived" after your Invoice is in QB so on next sync it is not placing in queue Invoices that do not need to be synced.
Tax rate will be automatically selected by default based on location. If there is a total discrepancy adjust the proper tax rate to match your ProjX360 Invoice.
Only sync Products if you are managing Inventory in QB, not ProjX360. Inventory should not be tracked between two systems.
Products will be synced using the Asset, Expense and Income accounts you selected in the account setup. If those do not match in QuickBooks you will get errors.
In QBO go to Sales > Products and Services to add/check products. You can export your list if needed to cross compare with ProjX360. Keep in mind if your products have a different Brand, Model Number this will create a duplicate in QB.
Product Type: Inventory. Non-Inventory products will not come over.
On first sync you will be prompted to match existing QB product to ProjX360 product. Go through all records and match. If you do not find a match check to make sure the product is in ProjX360. If it does not exist in ProjX360 add the new product so that you can match it from the drop down.
Options
Match: Will match a QBO record to an existing record in ProjX360.
Ignore: Will ignore the record. *Go to Settings - Configuration, click "QuickBooks Online". This will allow you to reset "ALL" of your Ignored Products List if needed.
Click the Run "Auto Match" button to automatically match the entire list based on a best guess of Manufacturer and Model Number sent from QB to the Product Manager.
Click on the individual product line "Match" button to be prompted to select your product match from the drop down.
After match process is complete your next sync will push up all new product that does not exist to QB Products and Services.
Complete! This has been mapped. Any new changes will be done in ProjX360. When you sync your records they will update in QBO.
Product updates that will overwrite include Brand, Model Number, Taxable, MSRP, Cost. In order to maintain an accurate QB database please ensure you are syncing on a regular basis.
Troubleshoot Errors:
Query is empty - Make sure you have the proper QB account setup to allow your products to be setup as type: Inventory.
Failed to obtain data from QuickBooks Online API - Ensure you have the proper Asset, Expense and Income account. To reset go to Settings, Configuration. Perform Integrations Maintenance with the option to reset accounts selection in API.
Invalid Number Error 2090 - Verify your product(s) are setup as type: Inventory. Export your products to Excel to easily identify all product types.
Suppliers
In QBO go to Expenses > Vendors to find your current supplier list.
On first sync you will be prompted to match existing QB Vendors to ProjX360 Suppliers. Go through all records and match.
After match process is complete on your next sync the ProjX360 suppliers that do not exist in QB will be pushed up to your QB vendor list. You will not have to match new records these will auto match for you.
Purchase Orders
Only sync Purchase Orders if you are managing Inventory in QB, not ProjX360. Inventory should not be tracked between two systems. The PO can be sent to the Manufacturer from ProjX360. Once the product is received staple the PO to the packing slip and enter as a bill in QB.
Always sync Clients, Products, Suppliers before Purchase Orders to ensure QB has the latest changes from ProjX360 that may be in the PO you are syncing over.
Purchase Order Status set to one of the following except Draft. (Sent to Supplier, Partial Shipment, Shipped, Received/Complete).
Purchase Order Status set to "Archive" will not send to QB.
Once your PO sync is complete in QB go to Expenses > Vendors to find your PO.
In QBO go to Payroll > Employees to verify your Employees have been created.
On first sync you will be prompted to match existing QBO Employees to ProjX360 Employees. Go through all records and match.
Options
Match: Will match a QBO record to an existing record in ProjX360.
Ignore: Will permanently ignore the product record. You will not be asked to match/ignore again. This can't be reversed.
Click on the individual Employee line "Match" button to be prompted to select your Employee match from the drop down.
Next sync any new Employees will push to QBO and any previously matched Employee records will update.
Complete! This has been mapped. Any new changes will be done in ProjX360. When you sync your records they will update in QB.
Troubleshoot Errors:
Failed to obtain data from QuickBooks Online API! Please try again. - Ensure employees are setup in QBO by going to Payroll > Employees. ProjX360 fetches QBO employee records to allow you to match to ProjX360.
Timesheets
Sent to QuickBooks for all employees in ProjX360 that have time entries since the Last Sync date & time. Only time entries that have a valid client for the project selected in the time entry will be sent to QuickBooks. So make sure that you have a client set on every project, or that time will NOT sync to QuickBooks.
ProjX360 time entries can be found by clicking on +New from the QBO menu. Under TEAM > Weekly timesheet.
If the process encounters errors during the sync you will be presented an option to view the log and clear those errors. Sometimes the errors are helpful and will explain the issue encountered, but other times the error may just be a generic "error". If you can't figure out why certain items are not going up, please contact ProjX360 Support and we can help sort out the issues.
Maintenance
Go to Settings > Configuration. Under Integration Maintenance look for QuickBooks Online.
To enable maintenance items you must acknowledge that you understand that performing these tasks is not reversible. Once clicked the task will be performed immediately with no further confirmation.
Log Out of QuickBooks Online API: Will log you out of your current QBO account. You will be prompted to sign in again.
Reset Account Selection in API: This will reset your account selection allowing you to choose your Income, Expense, Asset and Liability account again.
Reset Ignored Clients List: This will reset all of your ignored clients that you may have ignored during the client match process. This option should be used if you chose to ignore a client but now want to sync Invoices/Estimates to that client.
Reset Ignored Products List: This will reset all products that you may have ignored during the match process. *Read product restrictions above.
Reset Ignored Employees List: This will reset all ignored employees allowing you to be able to match again.
Reset Ignored Suppliers List: This will reset all of your ignored supplier list allowing you to be able to match that supplier again.
Clients | Matching Management: This option will allow you to remove any client match between ProjX360/QB. Search for your client record and use the trash can icon to delete. Once this is removed you will be prompted to match that client to the proper record.
Employees | Matching Management: This option will allow you to remove any employee match between ProjX360/QB. Search for your employee record and use the trash can icon to delete. Once this is removed you will be prompted to match the employee to the proper record.
QuickBooks Online Integration Guide
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