Understanding Quickbooks Customer Sync
This article explains in detail the key points of the QuickBooks Integration Customer Sync.
The PaySimple integration with QuickBooks Online syncs your Customer data in real time which saves you time and keeps your data consistent across platforms. We know that having accurate customer data makes your life easier so we've added features to give you control over what Customer data from PaySimple will sync to QuickBooks.
Important Information
- PaySimple is the source of record for your customer's data. If you make a change to a customer's data in PaySimple, it will also change that customer's information in QuickBooks Online. However, if you update the information in QuickBooks Online, it will not update in PaySimple.
- You can customize what information will sync. If you don't want PaySimple to update certain fields (e.g., Shipping Address), you can disable the sync for specific fields.
- PaySimple will never retroactively update customer information. When you enable the sync, PaySimple will not overwrite existing data in QuickBooks. Changes will only be made in QuickBooks after you have enabled the sync and you save changes to a customer's profile in PaySimple.
Matching Customers
PaySimple will attempt to match your Customers by First Name and Last Name. If you have multiple Customers with the same First Name and Last Name combination, we will attempt to match the customer records with an Email Address.
When you create a new Customer in PaySimple, we will look for a match in QuickBooks Online. If there is no matching Customer in QuickBooks Online, we will create a new customer in QuickBooks Online.
To view a list of your linked customers, click the Customer Matching tab. Within this menu, you can see any Customer records that have not been successfully matched to a customer in QuickBooks.
Linking an Unlinked Customer
- To link an Unlinked Customer, click the text field in the QuickBooks Customer column.
- Begin typing the Customer's name and suggested results will begin to populate.
- Select the desired Customer.
- To complete the link, click Link? and confirm the link from the pop-up dialog box.
- If you have multiple Unlinked Customer records for the same Customer you may need to Merge the duplicate profiles into one.
- To learn more about resolving sync issues, refer to our Help Center article here.
Viewing Linked Customers and Unlinking Customers
- To view your linked customers, click the + icon next to Linked Customers to expand the menu.
- To unlink a Customer, locate the Customer's name and select Unlink?
- Confirm you want to unlink the Customer from the pop-up dialog box.
- The customer will be unlinked and moved to the Unlinked Customer Menu.
Customer Field Mapping
The Field Mapping options allow you to choose what Customer fields in PaySimple will be copied into QuickBooks. First Name and Last Name are required fields.
Any field mapping changes made will affect only records that are updated after your changes are saved. It will not impact your existing payments and invoices.
We encourage you to review the field mappings carefully, and enable only the ones you'd like to allow PaySimple to update in QuickBooks. This will help you avoid overwriting any QuickBooks customer data you wish to keep separate from PaySimple.
Enabling a Field Sync
- To enable Field Mapping for additional fields, select the toggle next to the PaySimple Field you would like to enable.
- Select a QuickBooks Field by clicking on the field name and choosing a field from the drop-down menu.
- Click Save Changes in the top right-hand corner.
Disabling a Field Sync
- To disable an active field sync, select the toggle on the desired field. The toggle and fields will turn grey to indicate they are inactive.
- Click Save Changes in the top right-hand corner.
Syncing of Secure Data
- Secure payment data such as full credit card and bank account numbers are not available for sync at this time.