Switching to QuickBooks Online from QuickBooks Desktop

This user manual explains the steps required to switch from QuickBooks Desktop to QuickBooks Online in CommitCRM.

NOTE: As you already have all your customers and items record in CommitCRM and, probably, in QuickBooks Online you should match CommitCRM records with QuickBooks Online records instead of importing the records. Iporting the records in this case will only create duplicates in your database and therefore it should be avoided.

Installation Instructions

To connect to your QuickBooks Online company please follow QuickBooks Online Link Configuration Instructions. We strongly recommend to backup CommitCRM data before configuring the QuickBooks Online Link. You should backup <server>\CommitCRM\DB folder including all files while no one is using CommitCRM.

Link Account To QuickBooks Online Customer/Job/Vendor Record

This option enables you to link between an existing record in CommitCRM and an existing record in QuickBooks Online.

This option is very useful when the same customer already exists in CommitCRM and also exists in QuickBooks Online. It tells the system that both these records are actually the same contact and there should be a link between them when synchronizing data. Also, when generating QuickBooks Online invoices from CommitCRM the link tells CommitCRM to which customer to link the invoice to.

To link between an existing Account record in CommitCRM and an existing Customer/Job/Vendor in QuickBooks Online, go to the Accounts window and select Link Account To QuickBooks Customer/Job/Vendor Record on the QuickBooks drop down toolbar mhttps://www.commitcrm.com/wiki/Switching_to_QuickBooks_Online_from_QuickBooks_Desktopenu.

File:Commitcrm link account to quickbooks online record.png

The QuickBooks Customer/Job Selection dialog box will appear:

File:Commitcrm quickbooks online customer selection window.png

Type the name of the QuickBooks Customer/Job/Vendor in the Name field in QuickBooks, and click Find. The relevant records in QuickBooks will be displayed. Select the record that matches the record in CommitCRM and click OK.

Create New Record in QuickBooks Online Based on CommitCRM Account

This option allows you to create a new Customer/Vendor in QuickBooks Online based on the existing Account in CommitCRM, instead of retyping all the information again in QuickBooks. It also creates a link between the record in CommitCRM and the newly created corresponding record in QuickBooks.

This option is useful when a new Account record was created in CommitCRM and you want to add it to QuickBooks, without having to type the Account details again in QuickBooks Online.

To create a new Customer/Vendor in QuickBooks Online based on an existing CommitCRM Account, select the relevant record in the Accounts window in CommitCRM and then select Create New Record in QuickBooks Based on CommitCRM Account in the QuickBooks menu.

File:Commitcrm new record in quickbooks online based on account.png

The Account record will now be transferred to QuickBooks Online as a Customer/Vendor. You can open QuickBooks Online and view the newly created record.

File:Commitcrm new customer in quickbooks online.png

Link Item To QuickBooks Onlince Products/Services

You can create a link between an existing Item in CommitCRM with an existing Item in QuickBooks Online.
This option is useful when the same Item already exists in both CommitCRM and QuickBooks Online. The linking function tells the system that these records are the same Item and they should e synchronized with each other.

To link between an existing Item record in CommitCRM and an existing Item in QuickBooks Online, select Link Item To QuickBooks Item on the QuickBooks drop down toolbar menu.

File:Commitcrm link item to quickbooks online record.png

The QuickBooks Online Item Selection window will appear:

File:Commitcrm quickbooks online item selection window.png

Type the name of the Item in the Name field in QuickBooks Online, and click Find. The relevant Items in QuickBooks Online will be displayed. Select the Item that matches the Item in CommitCRM and click OK.
Done! You have created the link between the two records. Updates in CommitCRM to this Item can now be synchronized with to QuickBooks Online, and vice versa.

Create New Item In QuickBooks Online Based on CommitCRM Item

This option enables you to create a new Item in QuickBooks Online based on an existing Item in CommitCRM. It also creates a link between the record in CommitCRM and the newly created corresponding record in QuickBooks Online.

This option is useful when a new Item record was created in CommitCRM and you want to add it to the QuickBooks Online, without having to type the Item details again in QuickBooks Online.

To create a new Item in QuickBooks Online based on an already existing CommitCRM Item, select the relevant Item in the Items window in CommitCRM and then select the Create New Item In QuickBooks Based on CommitCRM Item on the QuickBooks drop down toolbar menu.

The following types of CommitCRM Items will be created as the following QuickBooks Items:
Labor items in CommitCRM will be created as Service Items in QuickBooks.
Expense Items in CommitCRM will be created as Other Items in QuickBooks.
Products/Parts Items in CommitCRM will be created as Inventory Parts or Inventory Assembly or Non Inventory Parts in QuickBooks.

File:Commit new record in quickbooks based on commit item.gif

The Item record will now be transferred to QuickBooks. You can open QuickBooks and view the newly created record.

File:Commit new item in quickbooks.gif