Quickbooks Desktop

If your business runs on QuickBooks Desktop, Suppli pulls in your AR data so your customers can view and pay invoices through the portal, and it pushes their payments back into QuickBooks.

This integration works differently from our server-based ERP integrations in a few ways, so read the sections on local setup and on credits and deposits before you go live.

Suppli pulls from QuickBooks Desktop on a schedule set up for your account.

A few things worth knowing about what comes across:

1. Some invoices become finance charges. Suppli identifies finance charge invoices as they come in and shows them as finance charges rather than regular invoices.

2. Unapplied payments show as deposits. QuickBooks Desktop does not send a separate deposit record. When a customer payment in QuickBooks has an unapplied balance, Suppli brings it in as a deposit, which your customer sees as money on account.

3. Locations do not sync. QuickBooks Desktop does not send location data, so location fields and location-based reporting are not available for this integration.

4. Timing depends on two waits. Suppli only pulls after QuickBooks has reported a recent sync through the Web Connector, and after sending a payment, it waits a few minutes before pulling again so it doesn't read a stale balance. Both are normal, and both can add a little lag.

Straight invoice payments made in Suppli push to QuickBooks automatically. Each one is created as an invoice payment applied to the specific invoices the customer paid, recorded against the job if all of those invoices belong to one job and against the customer if they do not. The payment method (Visa, Mastercard, Discover, Amex, checking, or savings) and a Suppli reference number are recorded on the payment, which is what to look for when you reconcile.

Confirmation comes back on a later pass, so a payment can take a cycle or two to appear in QuickBooks.

Payments that apply a credit or a deposit do not push. See the next section.

Refunds and voids do not push to QuickBooks. If a payment is reversed, record the reversal in QuickBooks so your books and Suppli stay in step.

Payments that use a credit or a deposit have to be entered in QuickBooks by your team. Credits and deposits from QuickBooks display in the portal and your customers can apply them to a payment. Suppli records the payment and flags it as needing manual application, but it does not push to QuickBooks. Straight invoice payments, with no credit or deposit applied, push automatically.

This is the biggest difference between this integration and our server-based ERP integrations. If your customers regularly pay using credits on account, plan for someone on your team to check for flagged payments and enter them in QuickBooks.

Credits and deposits from QuickBooks are read-only in Suppli. They display accurately for your customers but are created and corrected in QuickBooks. Once corrected there, Suppli reflects the change on the next sync. Deposits your team creates in Suppli are the exception, and those do push across.

This integration runs on your own computer. QuickBooks Desktop runs locally, and the Intuit Web Connector on that machine is what feeds data to Suppli, so your local environment directly affects whether data is flowing. The computer needs to be powered on, and the Web Connector needs to be running on its schedule. Whether QuickBooks itself needs to be open depends on how your connection was authorized during setup, so contact support if you are not sure how yours was configured.

Do not reinstall the Web Connector without talking to us first. The connection is tied to its configuration and password, and reinstalling can break it.

Invoices are not updating in Suppli.

1. Check that the computer where QuickBooks Desktop is installed is powered on.

2. Open the Web Connector on that machine and check the last sync time. Run Update Selected if it has not synced recently.

3. Check the sync errors view in Suppli.

4. If data still isn't moving, contact support at support@gosuppli.com and include the Web Connector's last sync time and any errors it shows.

A payment made in Suppli is not showing in QuickBooks.

1. Confirm the payment shows as Successful in Suppli.

2. Check whether the customer applied a credit or a deposit. If they did, the payment will not push and needs to be entered in QuickBooks manually.

3. Allow a couple of sync cycles, since confirmation comes back on a later pass.

4. Check that the Web Connector is running and has synced recently.

5. If it is still missing, contact support with the payment date, amount, and customer.

The Web Connector is showing an error. Note the exact error message and contact support. Do not reinstall the Web Connector before talking to us.

Data stopped syncing after switching computers or reinstalling QuickBooks. You'll need to set up the Web Connector and its configuration again on the new machine, including re-adding the connection file and password. Contact support, and we will walk you through it.

Credits or deposits look wrong in the customer portal. Make the correction in QuickBooks. Suppli reflects the change on the next sync.

Email support@gosuppli.com with the customer name, invoice or payment number, and what you are seeing in each system. For sync problems, include the Web Connector's last sync time. Screenshots of both sides speed things up.