The details of what objects sync to Quickbooks is based on your settings within your integrations page in Fulcrum. We recommend reviewing that page (Business Setup > System Data > Integrations) prior to reading the information below. In addition to the objects below, Fulcrum also syncs Tax Codes, Customers, Vendors, and Payment Terms to ensure the sync runs smoothly.

Quickbooks Desktop - Mapping your items. (1)

Setting up the integration

The way we connect Fulcrum to your local Quickbooks company file, is via a Web Connector file that you can download from your integration settings within Fulcrum. This web connector file is then installed to your Quickbooks Web Connector application.

Follow these steps to install the Quickbooks Web Connector

<aside> 🇨🇦 For QuickBooks Desktop Canada - download the web connector here - https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector?_ga=2.152916861.57365058.1704295113-851568857.1704295112

</aside>

1. Be sure to log into QuickBooks as the Admin

2. Head to Business Setup > System Data > Integrations and Download the QWC file

   

3. Head over to your Quickbooks company file and select File and then App Management and Update Web Services to open the Quickbooks Web Connector application

   

4. Install the QWC file from your Fulcrum site into the Quickbooks Web Connector application

   1. IMPORTANT: for the question “Do you want this application to read and modify this company file?” be sure to select “Yes, always. Allow access even if Quickbooks is not running” (pic 3)

   

   

   

   

5. Enter the ‘QBD Password’ from your QBD integrations page in the ‘Password’ column.

   

Sales Tax, Shipping Charge, Discounts, and Deposits

In your Quickbooks Account, ensure the following exist:

1. A Sales Tax Code named “Non” (set to non-taxable)

   

2. A Sales Tax Item named “Non”

   

3. An Other Charge item type named “Shipping Charge”

   

4. A Discount Item named “Discount”

   Important properties: Type has to be Discount. Name has to be “Discount”. The amount / account is not important to use - use whatever works for the customer. We will set the amount programmatically when creating invoices.

   

A Sales Tax Item named “Tax”

Deposit Setup

For deposits, QuickBooks needs two Items created. An accounting code in Fulcrum needs to be created to match the name of the Deposit Item

• Deposit Item - The integration will require a unique item for handling deposits. You can name this item whatever you want. The item should be created either as a type - service or type - other charge item. The account chosen for this item should be an Other Liability Account

  Here is an article highlighting deposit item setup in QuickBooks Desktop - https://quickbooks.intuit.com/learn-support/en-us/help-article/invoicing/manage-upfront-deposits-retainers/L7dNnFGBi_US_en_US

• Deposit Adjustment Item - The integration will also require a Discount Item named “Deposit Adjustment” - Type has to be Discount. The account tied to this adjustment item should match the same account as your Deposit item you setup in the previous step.

Running the Initial Sync

Once the web connector file is installed, select the file on the left and hit Update Selected. This will run an initial sync to make sure everything is setup properly

1. Auto-Run

   After the initial sync has successfully ran, you can setup the Auto-Run. Make sure the checkbox is selected under Every-Min. The cadence can be set to 1 minute.

   

Troubleshooting

If you receive the following error when installing the web connector file from Fulcrum for the first time, follow these steps.

https://quickbooks.intuit.com/learn-support/en-us/help-article/multi-user-mode/fix-error-qbwc1039/L2WqXx5LW_US_en_US

1. Open QuickBooks.
2. Download the CP3 tool, then select Open.
3. Select Select file, then search for your QWC file. This puts the file in the Enter QBWC file Location.
4. Select Open, then Remove Stamp.
5. On the QuickBooks Application Certificate window, select Yes, then Continue.
6. On the Access Confirmation window, select Done.
7. Follow the instructions, then select OK.
8. You should get a confirmation that the Owner ID was removed. Select OK.
9. Exit and reopen QuickBooks and Web Connector, then add your third-party application again.

What Gets Synced

Purchase Orders

Invoices

https://www.loom.com/share/ddf39c67f3a945ccb403c7b55a4e4b3d

https://www.loom.com/share/0e0537eb6b5943189166361357b6b10e

What

• Taxes, discounts, fees, shipping expenses and part lines as lines to QBD.

  Fulcrum	Quickbooks Desktop	Notes
  Invoice CustomerPONumber	PONumber
  Invoice Number	RefNumber	An F is added as a prefix. Ex: F10005
  Invoice Due Date	DueDate
  Invoice Issue Date	TxnDate
  Current Date	ShipDate
  See Notes	Memo	Sales order name/number (if exists) + Invoice Notes (if any)
  Invoice Customer	Customer
  Invoice PaymentTerms	PaymentTerms
  Invoice Billing Address	Billing/Shipping Address	May include customer name if that option is enabled.

When

• An Invoice will sync when it is updated to OPEN as long as it meets the following conditions
  • It was not previously sent (only the ones that do not exist in QBD, we check by name F{number}),
  • It’s not deleted
  • It has at least one line with the accounting code set (part lines, fees or shipping costs)

How

• One-way synchronization from Fulcrum to QBD. However, we will also mark invoices as Paid in Fulcrum if they get marked as Paid in QBD if this setting is enabled.

Notes:

• If syncing Invoices, you should also enable Tax Codes, Terms, and Customers to ensure the sync will work.