Connect your QuickBooks Online company once and PartsDue sends your work over by itself, so nobody types invoices twice. It works one way: PartsDue to QuickBooks.
You need your PartsDue license key saved under Settings, License and updates, and a QuickBooks Online company. QuickBooks Desktop is not supported; use the import files under Your data instead.
Connect
- In PartsDue, open Settings, QuickBooks.
- Click Connect to QuickBooks.
- Sign in at Intuit, choose your company and click Connect.
- You come back to PartsDue and see Connected to your company name.
Only the WordPress administrator can connect or disconnect.
What goes over
- Customers, the first time they get an invoice. A customer already in QuickBooks with the same name and email or phone is matched, not added twice. A different person with the same name is added with the last four digits of their phone after the name.
- Invoices, once they are sent or paid, with the same invoice number. Each line arrives as Labor, Parts or Service, with the part number. The service call credit is a minus line and sales tax is its own line (Sales tax collected), so the total in QuickBooks is exactly the total in PartsDue.
- Payments and parts deposits, applied to the invoice, with the card, cash or check reference.
- Paid service call fees, as sales receipts. The repair invoice already takes the fee off as the service call credit.
New invoices and payments go over within a minute. Send now sends anything waiting straight away.
PartsDue makes six service items the first time it needs them (Labor, Parts, Service, Service call, Service call credit, Sales tax collected), on your first income account named like Services or Sales. If items with those names already exist, it uses yours.
Changes and voids
Make changes in PartsDue. An edited invoice is updated in QuickBooks, and a voided invoice is voided there. Changes made only in QuickBooks don't come back to PartsDue.
Only invoices made after you connect go over, so nothing is added twice if you imported older invoices from a file.
When something doesn't go over
The QuickBooks tab lists anything QuickBooks refused, with QuickBooks' own reason and a link to the job. A common one is a customer made inactive in QuickBooks. Fix it, then click Send now. Site health also tells you. Still stuck? Open a ticket under Help and include the QuickBooks reference shown with the problem, so we can look it up with Intuit.
If QuickBooks signs PartsDue out (for example after about 100 days without use, or when someone removes the connection in QuickBooks), the tab and Site health say so. Click Connect to QuickBooks again; anything waiting is sent then.
Disconnect
Click Disconnect on the QuickBooks tab, then again to confirm. Nothing more goes over. What is already in QuickBooks stays there.
Privacy
Signing in goes through the PartsDue server, because Intuit only accepts sign-ins for addresses registered with them. The PartsDue server keeps the sign-in and gives your website a short-lived key. Your customers, invoices and payments go straight from your website to QuickBooks and never pass through the PartsDue server.