Depending on your setup, you have either been using QuickBooks Online for some time, and started using MotionOps recently, or vice versa. This guide explains the steps needed in order for your sync to work seamlessly.
Check out these steps based on your situation:
I'm New to QuickBooks Online
I have been using only MotionOps so far, and want to start using QuickBooks Online.
Great, your bookkeeper probably wants to improve your process.
Since you've only been using MotionOps, all of your data must be in there, and QuickBooks is pretty much empty. Make sure to follow these steps for everything to work as expected.
Tax Setup in QuickBooks Online
Once you connect QuickBooks Online and MotionOps, your taxes will be erased from MotionOps, and going forward you'll have to manage Tax Rates and groups inside QuickBooks. You should recreate the tax rates you've setup inside MotionOps in QuickBooks Online before or after the sync in order to have the proper tax settings.
Connect & Import
At this point, you should proceed with connecting QuickBooks Online with MotionOps from the Business Settings.
Once the connection is established, you will be able to set your Chart of Account settings, and the initial import will occur. Being new to QuickBooks nothing will be imported to MotionOps, but this is a mandatory step to make sure everything is set up properly.
Send Historical Data to QuickBooks
The final step is the most important one, and it's related to pushing your old data from MotionOps to QuickBooks Online. You'll be able to send Accounts (Customers & Leads), Invoices, and your Products & Services from the PriceBook. Follow this guide for a detailed walkthrough: How to Sync Historical Data to QuickBooks Online.
When this is completed you should have everything in order, and you can proceed with using MotionOps, while your bookkeeper and accountant will make sure everything is in order inside QuickBooks Online.
If any issues, arise, male sure to resolve them by checking the details in the Sync Log.
I'm New to MotionOps
I have been using only QuickBooks Online, I’m new to MotionOps.
Welcome to MotionOps! Even though QuickBooks is a great accounting tool, it doesn't handle everything a field software should. That is why combined, QuickBooks and MotionOps provide a winning duo for your business.
At this point, all of your data is inside QuickBooks Online, and MotionOps is pretty much empty. It's very easy to set this all up, just make sure to follow these quick steps.
Connect to QuickBooks Online & Import Data
The very first step is to navigate to Business Settings, and find QuickBooks under the Integrations section. Click on the Connect button, and follow our quick wizard which will take care of the connection, setup, and data import from your QuickBooks account directly to MotionOps. See this short guide on how to do it: How to Connect your QuickBooks Online Account with MotionOps.
Set up the Sync Settings
MotionOps offers several options as to when you want your items to be synced. For example, I need all my clients to be sent to QuickBooks as soons as they are created in MotionOps; or I want my clients to be sent to QuickBooks once I create an Invoice for them. All of this, and more, can be configured inside the MotionOps QuickBooks Sync Settings.
And you're good to go.
I've used both MotionOps & QuickBooks Online in parallel, without a sync enabled
I have been using both MotionOps and QuickBooks Online in parallel without an automatic sync, and now I'm not sure what to do.
Not to worry, MotionOps handles both import and sync, in an easy way.
The suggested steps for your specific case would be:
Set up the correct Tax Rates in QuickBooks Online
Once MotionOps and QuickBooks are connected, you will have to manage the Tax rates inside QuickBooks. This is why it's important to set the correct rates in there, and MotionOps will keep the sync accordingly.
Connect & Import
At this point, you should proceed with connecting QuickBooks Online with MotionOps from the Business Settings.
Once the connection is established, you will be able to set your Chart of Account settings, and the initial import will occur. Some of the items will be transfered over to MotionOps, and some may appear as conflicts. This happens because even though MotionOps doesn't have any limitations, QuickBooks requires your clients to have unique display names.
Resolve Any Sync Errors
At this point, you've managed to pull the data from QuickBooks to MotionOps, and if there are any errors in the Sync Log, you should address them. MotionOps provides details on each error, and you can find some of the most common issues here: Sunc Log & Error Resolution Flow. Once the error has been resolved, if your sync settings are set up correctly, the syncing of the item will be retried. If you find some duplicate accounts, make sure to use the Merge Accounts feature inside MotionOps and keep the CRM neat.
Send Historical Data to QuickBooks
The final step after resolving any sync errors is related to pushing your old data from MotionOps to QuickBooks Online. After the initial import the only data remaining inside MotionOps that do not exist inside QuickBooks Online should be sent and synced with QuickBooks. This is an optional step, which you can skip at this point, because the items missing from QuickBooks will be synced when a specific event happens, such as an Invoice is created for an Account. But if you want to explicitly send the data now, then follow this quick walkthrough on how to do it: How to Sync Historical Data to QuickBooks Online.
At any point, feel free to reach out to our Software experts for assistance by using the in-app chat or writing an email to support@motionops.com