• Overview - QuickBooks Integration Process
• QuickBooks Desktop Questionnaire
• Integration Approved Next Steps
• Integration Finished Running
• Post QuickBooks: Desktop Integration
• How to Prepare Invoices for QuickBooks Desktop Integration
• Syncing Invoices with QuickBooks Desktop
• Integration of Data
• Connector Information
• Errors

Please answer the following questions to the best of your knowledge:

1. Data touchpoints available in the MobiWork QuickBooks Desktop connector:

• From QuickBooks Desktop to MobiWork:
• Sync customers?- YES or NO
• Do customers in QuickBooks Desktop have sub-customers? Ship-to addresses?- YES or NO
• Sync vendors?- YES or NO
• Sync products?- YES or NO

• From MobiWork to QuickBooks Desktop:
• Sync invoices?- YES or NO
• Sync estimates?- YES or NO
• Sync sales orders?- YES or NO

Note: Data touchpoints mentioned below are not available in the MobiWork connector:

• Pull A/R open balances from QuickBooks Desktop
• Sync employees and pull timecard data
• Sync Inventory and project orders
• Commission tracking
• Payments not being pulled into QuickBooks Desktop from MobiWork

2. Which version of QuickBooks Desktop do you have? (e.g., year, edition, etc.). For example, QuickBooks Desktop Plus Annual Subscription Premier

3. Is your QuickBooks Desktop running on your local network or hosted in the cloud by a cloud provider? If hosted who is the host provider? We can also host QuickBooks Desktop on our own server

Specific questions/options for integration:

1. We will need the QuickBooks Company name and QuickBooks Desktop file

2. Should products be used in the invoices? Or should we use NON-STOCK items?
• If yes, what is the name of the NON-STOCK item?

3. Is this a Canadian or US version of QuickBooks Desktop?

4. Should we ignore customer updates and only add new customers from QuickBooks Desktop into MobiWork?

5. Should we ignore sub-customers / jobs? Or add sub-customers / jobs as customers into MobiWork?

Latest questionnaire as of 09/2021

When installing the connector, QuickBooks desktop will be in single-user mode. After the integration process finishes running, please change QuickBooks Desktop to the multi-user mode.

The subsequent new icon will then appear on your desktop:

If you would like to run the integration, please double-click the icon. The following pop-up window will then appear:

On this pop-up window specify the data you need to integrate:

• If you only need to integrate customers, you can select only customers.

• You can choose to integrate only new customers / entities. To edit existing customers, then leave the "Sync Only New Entities" unchecked.

To start the integration click on the Run button

Note: The integration from MobiWork to QuickBooks Desktop will happen regardless of which options you select.

Please have a look at the customers created in MobiWork and let us know your comments. Thank you!

1. To prepare your invoices for QuickBooks Desktop integration, you will first need to be on the Invoices page. For more information on how to access this page, please see the Invoices List.

2. From the Invoices List page, select the invoice(s) that you want to sync to QuickBooks Desktop. Once you have selected your desired invoice(s) click on the More Actions button and from the drop-down select the "Edit Selected" option:



3. The New Status is the status of the invoice. The Integration Status MUST be set to "Ready for Integration." Once this is done, the QuickBooks Desktop connector will recgonize the invoice(s) will be ready to be pulled.

• You can manually run the sync yourself or set up a time for the QuickBooks Desktop integrator to pull automatically (e.g., every hour, once a day, etc.):



• All invoices in the "Ready For Integration" status can be viewed from the Saved Search. Click on the More Tab and you will see the panel labeled "Ready For Integration":



4. Once the integration is competed the invoices set to “ready for integration” will no longer appear in the Saved Search.

Please see the important information below on how new invoices, estimates, and sales orders are pushed from MobiWork to QuickBooks Desktop:

Invoices, estimates, sales order will only sync from MobiWork to QuickBooks if they are marked in MobiWork. To mark an invoice, estimate, or sales order update the "Integration Status" in MobiWork to the "Ready for Integration" status.

The next time you run the integration in your system, QuickBooks Desktop will verify if there are any "Ready for Integration" transactions. If there are any "Ready for Integration" transactions these will be integrated into QuickBooks Desktop.

Note: QuickBooks Desktop integration does not push items or customers to QuickBooks Desktop. QuickBooks Desktop is the master of information; an invoice, sales order, or estimate will not be pushed into the system. It is using a customer or item only exists in MobiWork and not in QuickBooks Desktop.

Connector Information

The connector will continue running on your environment as long as it is listed in Windows Task Scheduler as an active task.

To create a task to run automatically in Windows Task Scheduler, we would need a Windows username and password.

If a client removes or disables the Inbound REST API and/or the QuickBooks Desktop Connectors from the Connectors page in MobiWork, the integration will stop running.

If the client upgrades their QuickBooks version or uninstall/re-install, we will need to verify the connector in QuickBooks Desktop again.

If you have any questions or need further assistance, please let us know. We'd be happy to help!