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: Client csv so you have a full backup and reference to your customer list.
Step 4 | Email: Client csv excluding jobs 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. *Once clients are in ProjX360 they can't be deleted. A ProjX360 representative will reach out 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.
From the ProjX360 menu in your environment click Settings > Configuration. Look for QuickBooks Desktop Web Connector and click Settings. Fill in the Account/List name requirements. Account names in CAPS are not valid.
Fill in all accounts in QuickBooks Desktop Web Connector Settings (Must be a valid Chart of Accounts in QBD). Only one account per type.
Income Account QBD Name: must be an account of type "Income". Example: for products.
COG Account QBD Name: must be an account of type "Cost of Goods Sold". Example: for products.
Asset Account QBD Name: must be an account of type "Fixed Asset". Example: Includes vehicles, equipment, buildings, and other assets used for business.
Fill in all list items in QuickBooks Desktop Web Connector Settings (Must be a valid list item in QBD)
Item QBD Name: This list item is used for Invoices and Estimates/Credit Memos for each product "item" line.
Labor QBD Name: This list item is used for Invoices and Estimates/Credit Memos for each "Labor" line.
Set the Invoice "Last Sync" date/time (optional) - If you do not set this, all invoices that meet criteria will be pushed up to QuickBooks on first sync. This may duplicate items in QuickBooks if you already have them set.
Set the Timesheets "Last Sync" date/time (optional) - If you do not set this, all timesheets will be pushed up to QuickBooks on first sync. This may duplicate items in QuickBooks if you already have them set.
Set a strong password in QuickBooks Desktop Web Connector Settings
Password must contain a combination of Uppercase, Lowercase, Numbers and Symbols to be a "strong" password.
Strength of the password will be indicated by the color of the save button. Dark Green as shown in the image below is desired.
Additional Requirements/Settings
QuickBooks Desktop should be set to charge sales tax with at least 1 tax item labeled as "TAX"
The QWC File when loaded into the Web Connector has a 1:1 relationship with the company file that was open and permissions approved for. If you need to change company files, you will need to download a new QWC File and load it for that company as well.
You can schedule the Web Connector to Auto-Run ever X minutes if you desire
You can still manually update when its scheduled like normal
Do NOT set this for less than 30 minutes
Click "Remove" to completely remove the ability of the Web Connector to communicate with ProjX360. You can always load another QWC File if you desire to have the connection back.
Setup QuickBooks Desktop to communicate with ProjX360
Open up your QBD so there is an active/open connection. QuickBooks Desktop uses a "Web Connector" to facilitate the communications between your desktop software and our cloud service. You must install the "Web Connector" on the PC where your QuickBooks desktop is installed, and that PC must have an internet connection to be able to communicate with our service.
Information about the Web Connector, installation instructions and download link can be found here:
Once downloaded, install the Web Connector.
You will need to then download the "QWC" file that tells the Web Connector how to communicate with ProjX360.
Locate the QWC file you downloaded and double click it or open it with the Web Connector application. The Web Connector will ask for permissions from QuickBooks and have you confirm a few permissions screens to setup the connection.
Once the connection is showing up in the Web Connector you must tell the Web Connector the password you setup in ProjX360 for it. Type that in making sure it is entered exactly as entered in ProjX360, and hit enter and confirm setting the password for the connection.
Syncing Items between ProjX360 & QBD using the Web Connector
The syncing process between ProjX360 and QuickBooks Desktop using the Web Connector is best described as ProjX360 putting items into a mailbox that waits for the Web Connector to pick up the items for QuickBooks, and then the Web Connector itself leaves items in that same mailbox with the response from QuickBooks. This disconnected way of communicating has some additional steps needed to process the data, so you may need to sync some items a couple times before all of the matches and items have been processed fully.
In the Integrations menu item you will now see an integration panel for QuickBooks Desktop Web Connector
Go to Settings, Configuration. Under Integration Maintenance click QuickBooks Desktop. Choose from the drop down I understand the above and wish to perform maintenance.
Choose clear out all pending items in the Sync Queue and add "getClients". This will allow you to add, match, ignore all of your clients.
Syncing
*See more details below for syncing of each item.
Clients - This step must be done in order to sync Invoices and Proposals.
Products, Suppliers, Purchase Orders - Do not sync if you have Inventory enabled. You will not be able to maintain Inventory using both ProjX360/QBD.
Employees - Not required if you are not syncing Timesheets.
Select the items you wish to sync from this list and click the Prepare/Select button when enabled.
Clients
Before syncing Clients please ensure you have completed all previous "Setup" steps before proceeding.
All changes should be made in ProjX360, any changes made in QuickBooks will be overwritten once synced.
On first sync of Clients you may be presented a message and button to "Match" clients. Click that and process only the matches in the modal that pops up to match the current clients in ProjX360. Clicking add on a client that already exist in your ProjX360 client list will result in duplicates entries. If this happens you will have to first unset the match under our maintenance area (Clients - Matching Mangagement). Once the match is disconnected you can wipe out all data in ProjX360 for that client and re-use for another.
Run Ignore Jobs: Do this first or after your matches since we are only looking to match to the customer not the job. Each job will be manually entered in as a Project (location).
Do not use Auto Match 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" client record - You do not want to add the client to ProjX360. Keep in mind that we will ignore that QuickBooks Desktop client moving forward. If you wish to use the client in the future look for the maintenance section below on how to recover.
"Add" client record - 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.
You can sort and search this table as needed, but you must clear all unmatched clients by either matching or ignoring them before being able to add any other items to the sync queue.
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 > QBD Customer Name
First Name > QBD First Name
Last Name > QBD Last Name
Company > QBD Company Name
Phone > QBD Main Phone
Phone (Alt 1) > QBD Alt. Phone
Phone (Alt 2) > QBD Other
Email > QBD Main Email
Client Address > QBD Ship To
Billing Address > QBD Invoice/Bill To
Invoices
Set the Invoice "Last Sync" date/time (optional) - If you do not set this, all invoices that meet criteria will be pushed up to QuickBooks on first sync. This may duplicate items in QuickBooks if you already have them set.
Must be status "Closed" to push to QBD. After a successful sync change the status to Archived so on next sync it is not placing in queue Invoices that do not need to be synced.
Sent from ProjX360 to QuickBooks since the date & time in the Invoice Last Sync setting. This date & time is updated every time you perform an Invoice Sync, so there is no need to change this on an ongoing basis.
Must have at least 1 line and a valid Client or it will not be put into QuickBooks successfully.
Only sync products if you are managing Inventory in QB, not ProjX360. Inventory should not be tracked between two systems.
Must be matched or ignored in similar fashion to Clients. Due to the data fields we receive from QuickBooks Desktop on these types of items, we cannot offer an "Add" for them, they must be added manually to ProjX360 before you can match the record.
Suppliers
Only sync suppliers if you are managing Inventory in QB, not ProjX360. Inventory should not be tracked between two systems.
Must be matched or ignored in similar fashion to Clients. 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 to your QB vendor list. You will not have to match new suppliers records if they are added to ProjX360 first since 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.
Employees
Must be matched or ignored in similar fashion to Clients before you sync timesheets. Due to the data fields we receive from QBD on these types of items, we cannot offer an "Add" for them, they must be added manually to ProjX360 before you can match the record. Go to Settings - Employees to verify your employees are entered.
Set the Timesheets "Last Sync" date/time - If you do not set this, all timesheets will be pushed up to QuickBooks on first sync. This may duplicate items in QuickBooks if you already have them entered. Go to Settings, Configuration. Under QuickBooks Desktop Web Connector click Settings and look for Last Synced Adjustments to set. Make sure to update the sync date each time you sync timesheets.
Sync and match Employees first.
Sync and match Clients to ensure QuickBooks has the latest changes from ProjX360 that may be in the Timesheets you are syncing over.
In QBD verify in each Employee under the Payroll Info tab you have "unchecked" Use time data to create paychecks.
Go to Integrations in ProjX360 and choose Timesheets from the Sync with Web Connector drop down. Click prepare timesheet sync. Access the web connector to update selected.
Timesheets are 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.
With any sync you must click "Update Selected" from the QuickBooks Desktop Web Connector before you can add additional items to the Queue.
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. Look for Integrations Maintenance and click on QuickBooks Desktop. With the pop up prompt select from the drop down I understand and wish to perform maintenance.
Available options:
Clear out all pending items in the Sync Queue and add "getClients": Before syncing clients make sure to click "Add getClients". This will ensure clients are not automatically added to your QBD account.
Clear out all pending items in the Sync Queue: This option allows any items that were selected for sync to be cleared out of the queue so your able to see the drop down options again.
Reset Ignored Clients List: This option allows you to add, match, ignore any clients that were accidentally ignored. Keep in mind this will queue up all clients that were ignored.
Reset Ignored Products List: This option allows you to add, match, ignore any product that was accidentally ignored. Keep in mind this will queue up all products that were ignored.
Reset Ignored Supplier List: This option allows you to add, match, ignore any supplier that was accidentally ignored. Keep in mind this will queue up all suppliers that were ignored.
Clients: This option allows for "Matching Management" and the ability to see a list of all of your clients and to verify they are matched to a QB ID. This option is ideal if you have an Invoice/Estimate that is not pushing over to QB. Delete the one client match by clicking the trash can icon and go back and sync Clients to re-match your one client record properly.
Employees: This option allows for "Matching Management" and the ability so see a employee list and to verify they are matched to a QB ID. If a time sheet is not properly pushing to QB you can delete the Employee match. Go back and sync Employees and re-match your one employee record properly.
QuickBooks Desktop Integration Guide
