Quickbooks Sync Explained

Quickbooks Sync Explained

Compass automatically syncs with Quickbooks multiple times per day. This page explains how it works, common pitfalls, and best practice.


Customers
Compass flags all changes to be synced with QuickBooks for customers when one of two things happen:
a) Money changes hands (payment, either a deposit or a final payment)
b) An invoice is created. 

NOTE: Compass syncs to QuickBooks approximately once every hour. 

Invoices
The invoice is sent whether it has been paid or not. Compass sends invoices to Quickbooks when either...
  1. Project End Date is reached. 

    Project End Date is automatically calculated based on the last scheduled day of the project.

    For example, if you have a project with 3 days scheduled:
    Day 1 - Jan 2nd
    Day 2 - Jan 3rd
    Day 3 - Jan 5th

    .. Compass in this example would send the invoice on Jan 5th.

    -OR-

  2. Project is marked as Complete. 
If the customer does not yet exist, Compass will auto-create it in order to synchronize the invoice. 

Payments
Compass will queue payments to be sent as soon as they are entered. Generally this means you will see the payments appear approximately 1 hour after you enter the payment.  If you take deposits, this will frequently mean that Compass has sent a Customer and Payment to Quickbooks, but has not yet sent the Invoice because the Project End Date has not yet occurred or the project is not complete. 

Whether you take a deposit, a regular payment, or something else, as soon as 'money changes hands' in Compass, it will automatically create the project on the next internal synchronization run, which happens every few hours. 


Deleting records in Quickbooks
Periodically, you may choose to delete Customers, Invoices, or Payments from Quickbooks. 

If you choose to manually delete things from Quickbooks, Compass sync will not proceed. Essentially, once you delete the item in Quickbooks, Compass loses its ability to find that customer (even if you recreate a new customer with the same details)

It is not expected that you will delete things in Quickbooks during routine operations. Compass interprets your deletion of a Quickbooks records as a signal that you are overriding any default processing it might otherwise perform on that customer/invoice/payment. 

Refunds and Quickbooks
Compass will automatically create a 'check' transaction if you create a Refund within Compass. Note that you  must have an account named 'Accounts Receivable ' for this to properly attach the check. Additionally, you must set the Bank Account to utilize for refunds. You can set this within Compass in Settings>General Settings, then locate the Quickbooks setting, and choose your correct bank account. 

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