Sync your Canopy account with QBO
Written by Avery Simmons
Updated at March 11th, 2022
Info
Currently, only one team member can connect their firm to a QBO account. Generally, the administrator would connect their QBO account for all team members to connect with.
Begin the Integration Sync and Sync your Contacts with QBO
QuickBooks Online can be integrated with your Canopy account to help sync Contacts, Invoices, and Service Items between each application. Once connected, whenever a contact, invoice, or service item is created in Canopy, they will be automatically synced to QBO. Contacts created in QBO will also be synced to Canopy. To link your Canopy account to QBO, first navigate to your Settings page in Canopy.
Roles/Permissions:
- Roles: Admin
- Permissions: Manage Integrations
Info
The QBO Integration sync process can be restarted at any time by clicking the Options menu in the QBO Integration card and selecting Restart integration.
1. Select Integrations from the left-side column.
2. Find the QBO integration and click Connect.
- If the Connect button is greyed out, your account either does not have the Manage Integrations permission activated, or you are using a freemium or legacy account. To fix this, please upgrade your account to a paid account and ensure that your account is assigned a role with the Manage Integrations permission activated.
3. Enter your QBO login information in the pop-up window. Click Sign In.
4. Read and understand the data sharing agreement. Click Connect to continue.
5. Read through the recommended steps for successful integration. Select which contacts to import.
- You can choose All contacts, Active contacts, or Inactive contacts.
- Selecting Active or Inactive contacts will specify that only Active or Inactive contacts in QBO will be brought to Canopy.
- Names of your Canopy contacts should match the names of your QBO contacts.
- Any active customers in QBO that don't match a contact in Canopy will be created as a new contact in Canopy.
6. Click Start to begin the integration sync.
7. Click through each navigation item on the left to check your contact sync information.
- Alternatively, you can click Next to cycle through navigation items.
8. Once all navigation items are complete, click Sync contacts.
- Your QBO contacts will be synced with your Canopy account and you will return to the Integrations page.
- All contacts created in QBO or Canopy going forward will be automatically synced to the other software.
- Unmatched Contacts will NOT be synced.
- Duplicate Contacts will NOT be synced.
Additional help
Please refer to the knowledge base article to guidance on how to Resolve Duplicate and Unmatched Contacts.
Sync your Invoices and Service Items with QBO
The next step in the QBO Integration setup process will help you to sync your invoices and service items with QBO. Once synced, all service items or invoices created in Canopy will be automatically synced to QBO.
Please Note
This feature is not available for users who have purchased the Transcripts and Notices standalone module.
Roles/Permissions:
- Roles: Admin
- Permissions: Manage Integrations
1. Click Next on the integration setup page.
2. Click Start to begin the sync setup.
- Alternatively, you may choose to Skip Service Items & Invoices.
3. Review your matched and unmatched service items. Cycle through menus using the left-side column or by clicking Next.
- Please note, Unmatched service items will not sync. To fix any unmatched service items, you will need to ensure that service items in Canopy match the name, rate, and SKU of a service item in QBO.
- Once you have confirmed that the service items are matched, you will need to repeat the the QBO sync process.
4. Once all necessary service items match, click Sync service items.
5. Click Finish.
- All Service Items and Invoices will be synced between Canopy and QBO.
- Going forward, any new Service Items or Invoices created in Canopy will be automatically synced to QBO.
Sync Unmatched Contacts with QBO
Best practice
This process works best if you complete the contact sync first. After completing the contact sync, follow this manual resolution process to add all unmatched and duplicate contacts.
Any Canopy contacts that do not match a contact in QBO will not be synced to QBO. In order to sync these contacts to QBO, you will have to export your Canopy contacts, upload them to QBO, and re-do the QBO connection process. To get started, navigate to your Contact List in Canopy.
Roles/Permissions:
- Roles: Admin
- Permissions: Manage Integrations
1. Click on the Options menu in the top-right corner.
2. Select Export Active Contacts from the drop-down menu.
- Your contacts will be downloaded to a .CSV document.
3. Login to your QBO Accountant account on the QuickBooks website.
4. Click on the Settings wheel.
5. Choose Import Data from the Tools column.
6. Select Customers.
7. Click Browse in the Select a CSV box.
8. Select the CSV file downloaded in step 2.
9. Click Next in the bottom-right corner.
10. Map the QBO fields to the fields in your CSV file.
11. Click Next in the bottom-right corner.
12. Ensure that each contact you wish to upload is checked.
13. Click Import in the bottom-right corner.
