# QuickBooks Online and Desktop Sync | PortaPro > Source: https://www.portaprosoftware.com/features/quickbooks-sync > > Customers, invoices, payments, voids and credits pushed to QuickBooks Online or Desktop on their own. Desktop is a live sync, not a file export. # QuickBooks Online and QuickBooks Desktop sync One way, on purpose. PortaPro pushes customers, invoices, payments, voids, and credits into QuickBooks on its own. QuickBooks Online every night, and QuickBooks Desktop through a real live sync, not a file you export. Your bookkeeper works there, and nothing writes back over the office. ## What goes across. Including the records bookkeepers usually have to hunt for: the voids, the refunds, and the credits. Customers Name, email, phone, and billing address. A customer marked tax exempt in PortaPro is non-taxable in QuickBooks. Invoices Every issued invoice, open, partial, or paid, line by line with its number, dates, and taxability, with fees, surcharges, and discounts on their own lines so the totals match. Drafts stay home. Edit one later and it goes up again the next night. Payments Card, ACH, check, cash, or a custom method, applied to the invoice it paid, never for more than it still owes there. A check for three months pays this month's invoice and leaves the rest as credit on account. Voids, refunds, and credits Void an invoice or reverse a payment after it went across, and QuickBooks voids its copy. Once, never twice. Goodwill and dispute credits become credit memos, and a prepayment becomes money on account. Expenses, if you want them Turn on the expense push and each expense goes across with its vendor and category lines, a Check when it was paid by check. QuickBooks Online gets the receipt attached too; QuickBooks Desktop can't take attachments, so receipts stay in PortaPro there. It's off by default: if your bank already feeds QuickBooks, it has those transactions and pushing them too would count them twice. Approved hours, when you send them Send to QuickBooks on the Timesheets page puts approved time-clock hours into QuickBooks Online or QuickBooks Desktop as time entries for payroll, one per person per day, with overtime as its own entry. On Desktop, overtime can go on your overtime pay item. Match each person to their QuickBooks employee once, and sending again only updates what changed. Left out on purpose Overpayment credits, because the original payment already carries the extra. Imported opening balances, because your QuickBooks books already have them. Stripe fees, because Stripe takes them out of the payout, so you record them from the deposit. Most software that works with QuickBooks Desktop hands you a file to import. PortaPro syncs with Desktop for real. It connects to your company file through the QuickBooks Web Connector, and customers, invoices, and payments go in on their own while QuickBooks is open. No weekly export, no import, no retyping. And we're still onboarding new customers who run QuickBooks Desktop. ## QuickBooks Desktop, synced for real. Pro, Premier, or Enterprise. About ten minutes of setup on the computer where your company file lives. A live connection, not a file A small connector, the QuickBooks Web Connector, runs on the computer where your company file lives. PortaPro sends each change to it, and QuickBooks records it while it is open. Nobody exports a file, and nobody imports one. What goes across Customers, matched to the QuickBooks customer with the same name instead of duplicated. Issued invoices with every line, fee, surcharge, and discount. Settled payments, applied to the invoice they paid, with an earned cash discount on the payment that settles it. Voids and reversed payments, once. When it runs Every two hours through the workday, while QuickBooks is open. Sync now sends everything pending, and Push to QuickBooks Desktop sends one invoice from its menu. If the computer is off, the sync stops and says so, and the next one picks up where it left off. Nothing is half sent. Your accounts Pick the income accounts, the tax codes, and the sales tax item. Payments land in Undeposited Funds unless you choose a bank account, so your bookkeeper still groups them into deposits the way they do today. A start date keeps history your old system already entered from going in twice. 10:02, the office changes invoice 1043. 10:04, the bookkeeper changes it in QuickBooks. A two-way sync now has to pick a winner, and every rule overwrites somebody. So PortaPro pushes and QuickBooks never writes back. When a push fails, it fails out loud: a row in the log in QuickBooks' own words, and another try on the next run. ## Your accounts. Your timing. Revenue lands where your bookkeeper wants it, and nobody waits for the next run when one invoice is needed now. Where revenue posts Rentals and equipment, services, and deposits each post to the income account you pick. Leave one on Company default and it goes through one item to your Services income account. Changing an account moves only new lines; QuickBooks never re-posts history. Classes On QuickBooks Online, if class tracking is on, pick a class and every pushed line carries it. When it's off the picker doesn't show, so QuickBooks never drops a class silently. On a schedule, or right now QuickBooks Online gets the full push daily at 7:00 UTC; QuickBooks Desktop every two hours through the workday. Sync now sends everything pending right away. Push to QuickBooks sits in the menu of every open, partial, or paid invoice, and any office user can run it. The log The last twenty results, each with its QuickBooks id. Skipped says why. An error is QuickBooks' own message, tried again on the next run once the cause is fixed. ## Questions bookkeepers ask What if my bookkeeper edits an invoice in QuickBooks?arrow\_forward Their edit stands until that invoice changes in PortaPro. Payments, credits, and voids are recorded once and never overwritten from PortaPro. Money already in QuickBooks is edited there. A partly refunded payment is removed in QuickBooks, and what the customer kept goes across as its own payment. What about sales tax?arrow\_forward PortaPro sends what was actually charged, line by line, and marks a tax-exempt customer non-taxable. QuickBooks works out the tax with your own rates. If the totals differ, the invoice still goes across and the log says by how much. PortaPro never overrides your QuickBooks rate table. We're on QuickBooks Desktop. Is it really a sync?arrow\_forward Yes. Plenty of software says it works with QuickBooks Desktop and means you export a file every week and import it by hand. PortaPro connects to your company file through the QuickBooks Web Connector, so customers, invoices, and payments go in on their own every two hours while QuickBooks is open. Setup takes about ten minutes on the computer that runs QuickBooks. Account credits, write-offs, Stripe fees, and expenses aren't sent to Desktop yet; record those in QuickBooks. What if we disconnect and reconnect?arrow\_forward Nothing duplicates. PortaPro keeps track of what already went across, so the next run picks up where it left off, and disconnecting deletes nothing in QuickBooks. If a QuickBooks Online connection sits unused for roughly 100 days, Intuit expires it and the row says Reconnect needed. Which plan is it on?arrow\_forward QuickBooks has its own tab under Financials, which comes with the books on Core and up. Only an owner or admin can connect or disconnect it. PortaPro sends to one set of books at a time, so connect QuickBooks Online, QuickBooks Desktop, Xero, or FreshBooks, not two at once. Works with * [Bookkeepingarrow\_forward](https://www.portaprosoftware.com/features/bookkeeping) * [Payment processingarrow\_forward](https://www.portaprosoftware.com/features/payment-processing) * [28-day billingarrow\_forward](https://www.portaprosoftware.com/features/rate-card-billing) ## Push an invoice, void it, and watch QuickBooks agree. We'll do it against a sandbox company on the demo, Online or Desktop. [Start free trial](https://trial.portaprosoftware.com/sign-up) 14-day free trial (card required, no charge today). Or a guided 30 to 60 day trial with no card.