Quickbooks Integration Setup

  • Post category:apt-university
  • Reading time:5 mins read


  • How do I link AdvancePro to a QuickBooks file?
  • What settings are vital to a QuickBooks integration?
  • How can I bring records from QuickBooks into AdvancePro, and which records transfer?
  • How do transactions move from AdvancePro to Quickbooks after the setup?

Webinar transcript

APT University: QuickBooks integration setup

Hi There Everyone – Welcome to AdvancePro University, Today we will be discussing our QuickBooks integration settings and how to configure them for a basic setup.

Enabling the QuickBooks sync will allow you to keep QuickBooks up to date with in AdvancePro, eliminating the need for double-entry. If you are setting up a new AdvancePro company and have existing data in QuickBooks, you can also perform a one-time import of customers, vendors and products from QuickBooks.

Slide 1

So With a basic workflow, Generally speaking, Purchase orders, Sales Orders, customers and vendors get created in AdvancePro, and AdvancePro is used to manage an order until it is shipped or received, once it is shipped or received, AdvancePro generates a Bill or an invoice that can be synced to QuickBooks seamlessly. Payments status in QuickBooks can also be synced back against invoices in AdvancePro.

Slide 2

How Quickbooks sync works

Manually or on a timer

Without kicking anyone out of AP or QB

Allows custom account syncing preferences.

So as we move to AdvancePro now we’re going to talk about how to configure the QuickBooks sync for the first time.

Come into Admin and site settings, choose the QuickBooks tab and make sure that you enable the QuickBooks User checkbox and make sure you enable the current version of QuickBooks you’re running.

Now you can configure your remaining settings as you like,

Some of the important ones include

Allow AdvancePro to query invoices – this allows payment status in QuickBooks to sync back into AP

And Tracking number exports can also be handy.

Next we can configure the integration itself – you may need to restart AdvancePro for this to appear.

Come into QuickBooks and Visit settings, now Browse for your company file, if you’re a cloud user, you will need to upload your company file in order to work with it

When you do this the first time you’ll want QuickBooks to be closed.

Now we do strongly recommend you do this with a backup of your QuickBooks file for testing purposes before you sync to a live QB file.

Now in the next tab you can perform an initial import, this brings in your products, customers, and vendors – you will want to have QuickBooks running in the background for this to happen – and generally for everything except an automatic sync you will need QuickBooks running.

Now when we sync for the first time, QuickBooks will ask us to approve a certificate, so here we can mark the correct settings – you generally want to give AP access even if QB is not running.

Next we can import all the accounts, and we can choose which accounts AdvancePro will sync into by default. Something to note is that your adjustment accounts should not be the inventory asset accounts. And we in the next tab we can set separate asset accounts for products based on their category. Finally on the last tab we will set our timer.

If you mark something incorrect you can find these settings under your QuickBooks preferences.

Now for any customer or vendor, you can set your payable and receivable accounts under the additional info tab of your profile.

You’ll also be able to sync in Taxes and currency settings using the respective panels under admin to get your taxes and currencies configured correctly.

Now when you run your first sync or two, or if there’s a change to your settings in AdvancePro or QuickBooks, you may encounter some errors, so you can always come into the Quickbooks panel and look at your sync activities, if you look at the report, you’ll see a red flag where we have an error, and a lot of the time you’ll be able to re-link items in QuickBooks to fix any breaks.

You’ll also see some instructions, which might require you to enable certain settings or create certain required vendors and accounts in QuickBooks. So this can be a tremendous area for fixing any problems with configuration.

(each product also has an option to sync as an under a different QuickBooks name).

This concludes our Quick discussion on configuration of AdvancePro and QuickBooks.