QuickBooks Desktop integration requires three software components and proper QuickBooks configuration.

1. Download and install FileMaker Pro from Settings → System Information → FileMaker Pro
2. Install the Desktop Version of TRUE (included with FileMaker Pro)
3. Download and install the ProductiveComputing Plugin from the ProductiveComputing website
4. Open QuickBooks using an Administrator account in single-user mode
5. Open TRUE Desktop and navigate to the QuickBooks dashboard
6. Run a test import (Chart of Accounts or Classes)
7. When the certificate window appears, select the Administrator account, allow syncing when not logged in, and allow access to sensitive data
8. Verify successful connection in the QB Request Log

QuickBooks Online integration requires FileMaker Pro and Administrator credentials from the customer.

1. Open the client's Data1 file in FileMaker Pro via DocuWrx → Clients module → Client Files → Options → Open File
2. Open the Scripts menu (File → Manage → Scripts or CMD+Shift+S)
3. Run the Initialize Tables script
4. Run the Open QBO Authentication Card script
5. Share your screen with the customer
6. Have the customer provide their QuickBooks Online Administrator credentials
7. Follow the on-screen authentication instructions
8. The window closes automatically upon successful connection
9. Test the connection by running the Chart of Accounts import

Test the connection by running a simple import and verifying the results.

1. Navigate to Settings → QuickBooks in TRUE
2. Click the Import tab
3. Select Chart of Accounts and run the import
4. If successful, a list of imported accounts appears
5. If errors occur, check the QB Request Log for detailed error messages
6. Common connection issues include incorrect credentials, permission problems, or QuickBooks not running in single-user mode (Desktop only)

Import master data first, then transactional data. This order ensures all dependencies exist before importing records that reference them.

1. Chart of Accounts - Import first to establish account structure
2. Products - Import product/service items
3. Sales Terms - Import payment terms
4. Classes - Import class structure (if used)
5. Departments - Import departments (if used)
6. Sales Tax - Import tax rates
7. Customers - Import customer master data
8. Vendors - Import vendor master data
9. Allow each import to complete before proceeding to the next
10. Contact support after completing imports to schedule sync training

After importing from QuickBooks, configure Company Preferences to ensure proper integration behavior.

1. Navigate to Company Preferences → Chart of Accounts
2. Verify every account has Category, Subcategory, and Identifier
3. Configure default accounts (AR Account, Revenue Account, AP Account, Cash Account, etc.)
4. Go to Terms and verify all terms display a green QB icon
5. Delete any terms without the QB icon (these are TRUE defaults)
6. Go to Taxes and verify all taxes display a green QB icon
7. Remove QuickBooks default tax rates: "TAX", "NON", and "CustomSalesTax"
8. Go to API Keys and configure Tax Model, Transactions Import Mode, Sync Jobs, and Sync Contracts settings
9. In the Products module, configure special products for Customer Deposits and Retainage

Records must be approved before they can sync to QuickBooks. The Accounting column in list views shows approval status.

To approve multiple records from List View:

1. Navigate to the module (Invoices, Bills, etc.)
2. Select checkboxes next to records to approve
3. Click QuickBooks in the batch menu
4. Select Approve Sync

To approve a single record from Detail View:

1. Open the record
2. Click the Unapproved button (top right)
3. Select Approve Sync

Use the Export tab in the QuickBooks dashboard to sync approved records.

1. Navigate to Settings → QuickBooks
2. Click the Export tab
3. Look for modules with pending items (count appears next to module name)
4. Click on a module to view pending records
5. Select records to sync (or select all)
6. Click the green Sync Batch button
7. Review results: Green checkmark indicates success, Red X indicates error
8. Click on any Red X to view detailed error information
9. Resolve errors and retry the sync

Sync errors provide specific messages that indicate the issue. Common errors and solutions:

• Customer not found: The customer will auto-sync when the transaction is retried, or verify the name matches exactly in both systems
• Invalid reference: Ensure referenced items (products, accounts, terms) exist in QuickBooks before syncing
• Permission denied: Verify the QuickBooks user has administrator-level permissions and access to sensitive data
• Duplicate transaction: Check if the record already exists in QuickBooks; use the Update tab instead of Export tab
• Tax rate not found: Import tax rates from QuickBooks using the Import tab, then retry

For persistent errors:

1. Check the QB Request Log for detailed error messages
2. Verify your QuickBooks connection is active
3. Ensure QuickBooks is in single-user mode (Desktop only)
4. Contact support with error details using the "?" icon to submit a ticket

When you edit a record in TRUE that has already been synced to QuickBooks, use the Update tab to push changes.

1. Make your changes to the record in TRUE
2. The record status automatically changes to "Pending Update"
3. Navigate to Settings → QuickBooks
4. Click the Update tab
5. Locate the module containing your updated record
6. Select the records to update
7. Click Sync Batch
8. Verify the update was successful (green checkmark)

Resyncing allows you to send a record to QuickBooks again, even if it was previously synced successfully. This feature requires a specific permission.

1. Verify you have the Allows QuickBooks Resync permission (ID #1610)
2. Open the record that needs to be resynced
3. Look for the resync option in the QuickBooks actions menu
4. Confirm the resync action
5. The record will be sent to QuickBooks again

You can control where revenue posts in QuickBooks at two levels: company-wide defaults or individual invoice line items.

Method 1: Change for a Single Invoice (Line Item Level)

To change the ledger account for a specific invoice, modify the G/L Account on individual line items:

1. Open the Invoice in TRUE
2. Switch to Items Mode (the line item view)
3. Locate the G/L Account field on the line item you want to change
4. Select the appropriate revenue account from the dropdown
5. The line item will sync to that specific account when pushed to QuickBooks

Method 2: Change the Default for All Invoices (Company-Wide)

To change the default revenue account used for all new invoices:

1. Navigate to Company Preferences → Chart of Accounts
2. Verify every account has the correct Category, Subcategory, and Identifier
3. Configure the Revenue Account default setting
4. New invoices will use this default account unless overridden at the line-item level

Access to the QuickBooks module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the User can access the QuickBooks module via the Settings menu permission (ID #1542)
3. Once granted, you'll find the module in Settings → QuickBooks

The ability to resync records requires a specific security permission. If you cannot perform this action:

1. Contact your system administrator
2. Request the Allows QuickBooks Resync permission (ID #1610)
3. This permission is found in the QuickBooks section of user access settings
4. Once granted, you'll be able to resync source documents (Invoices, Bills, etc.) to QuickBooks

Follow these best practices to maintain a healthy QuickBooks integration:

• Sync regularly: Perform syncs daily or weekly to prevent backlogs and ensure data stays current
• Batch similar items: Sync all invoices together, all payments together, etc. for easier error tracking
• Check errors immediately: Resolve sync errors before they affect other syncs or cause data inconsistencies
• Test first: When starting out, sync a few records before doing large batches to ensure everything works correctly
• Monitor the QB Request Log: Regularly review the log for patterns in errors or warnings
• Coordinate with accounting: Ensure your accounting team knows when you're syncing large batches
• Back up QuickBooks: Always maintain current QuickBooks backups before major sync operations
• Use approval workflow: Don't bypass the approval process; it's designed to prevent accidental syncs

This occurs when bill payments aren't being properly marked as reconciled after import. Common causes include payments imported but not applied to a bill in TRUE, interrupted import processes, or incorrect date filters.

1. After importing bill payments, ensure each payment is applied to a bill in TRUE
2. Use the date filter in the import screen to only show recent payments
3. For payments that shouldn't be imported, mark them as "Ignore" in the import queue
4. Contact TRUE Support if duplicate imports persist after applying payments

This error appears when TRUE's calculated total differs from what QuickBooks expects. Common causes include tax rate rounding differences, credit memos applied incorrectly, discount calculation order differences, or line item rounding accumulation.

1. Compare line-by-line totals between TRUE and QuickBooks
2. If a credit memo is involved, ensure the credit amount matches exactly in both systems
3. Check tax rate precision—use the same decimal places in both systems
4. Contact TRUE Support with both invoice totals for detailed analysis

TRUE can create sub-customers in QuickBooks when Jobs or Contracts are synced with certain options enabled.

1. Go to Company Preferences → Integrations → QuickBooks
2. Uncheck Sync Jobs if you don't want Jobs created as sub-customers
3. Uncheck Sync Contracts if you don't want Contracts as sub-customers
4. Existing sub-accounts will need to be manually cleaned up in QuickBooks

Credit memos that are auto-applied during invoice creation can have sync issues, especially if you see "Selected credit is not the same as amount" errors.

Workaround:

1. Create the invoice without auto-applying credits
2. Sync the invoice to QuickBooks first
3. Then apply the credit memo manually in TRUE
4. Sync again to send the credit application

Payment imports require specific conditions to display records. Verify these settings first:

• Date range filter covers the payments you're looking for
• QuickBooks connection is active (check Company Preferences → Integrations)
• You have permissions to import payments
• Payments exist in QuickBooks for the selected date range

Solution:

1. Expand the date range to include older payments
2. Refresh the QuickBooks connection by signing out and back in
3. If still not working, contact TRUE Support to verify the connection

This error appears when TRUE references a vendor or customer that QuickBooks cannot locate. Common causes include the record being marked inactive, name changes, deletion from QuickBooks, or the record not being synced yet.

1. In QuickBooks, search for the vendor/customer (include inactive records)
2. If found but inactive, reactivate the record in QuickBooks
3. If the name differs, update TRUE to match QuickBooks exactly
4. If the record doesn't exist, sync the Vendor/Client from TRUE first
5. Use the Re-sync option in the vendor/client record if needed

Duplicate imports can occur when the import process is interrupted or when payments are imported from multiple locations.

Prevention:

1. Ensure only one user imports payments at a time
2. Wait for the import to fully complete before closing the window
3. Check for existing payments before importing
4. Contact TRUE Support to clean up duplicate records if needed

This error indicates the QuickBooks Web Connector license has reached its activation limit.

1. Contact TRUE Support to request a license reset
2. TRUE Support will coordinate with the licensing provider (Ledger Link)
3. Once reset, you'll receive instructions to reactivate

The TQB (TRUE QuickBooks) file may need to be reinstalled after system changes or computer issues.

1. Contact TRUE Support to request a new TQB file download link
2. Download and install the TQB file on your computer
3. Ensure QuickBooks is open before launching TQB
4. The TQB file must be on the same computer as QuickBooks Desktop

QuickBooks Online connections expire periodically and need to be reauthorized. If TRUE keeps prompting for authentication:

1. Go to Company Preferences → Integrations → QuickBooks
2. Click Disconnect if currently showing as connected
3. Click Connect to QuickBooks Online
4. Sign in to your QuickBooks Online account
5. Authorize TRUE to access your QuickBooks data

This can happen when user permissions change or the QuickBooks integration is disabled.

1. Log in as an Admin user to check if the button appears
2. If visible as Admin, check the user's role permissions
3. Go to Settings → Users → edit the user's role
4. Ensure the role has QuickBooks access enabled (Permission ID #1542)
5. If still missing, contact TRUE Support to verify integration status

Tax rate imports can show incorrect values if the QuickBooks tax setup is complex or has combined rates.

1. Review your tax rates in QuickBooks to ensure they're set up correctly
2. If using combined tax rates (state + county), verify the combined calculation
3. In TRUE, you can manually edit tax rates after import if needed
4. Remove any imported tax rates you don't need to prevent user confusion

The Jump feature allows you to quickly navigate from the QB Dashboard to the record in TRUE. If it's not working:

1. Refresh the QuickBooks Dashboard page
2. Clear browser cache (Ctrl+Shift+Delete or Cmd+Shift+Delete)
3. Try using a different browser
4. If still not working, contact TRUE Support to check for system issues

Dashboard counts may be cached or reflect pending sync operations.

1. Click the Refresh button on the Dashboard
2. Wait for any pending sync operations to complete
3. If counts still seem wrong, check the individual record lists
4. Contact TRUE Support if there's a significant discrepancy

When contacting TRUE Support about sync issues, include the following information for faster resolution:

• Record ID: The TRUE ID of the record that won't sync (e.g., INV2024-00123)
• Error Message: The exact error text, including any error codes
• Screenshot: If possible, capture the error message
• Timestamp: When you attempted the sync
• QB Version: QuickBooks Desktop (year/edition) or QuickBooks Online

To submit a support request:

1. Click the ? (Help) icon in TRUE's upper right corner
2. Select Request Support
3. Include the information listed above in your request

Inventory movements do NOT sync to QuickBooks. Only invoices and bills sync between TRUE and QuickBooks. This is an important limitation to understand when planning your inventory and accounting workflow.

What DOES sync to QuickBooks:

• Invoices: Revenue transactions with line items and amounts
• Bills: Vendor invoices with line items and costs
• Payments: Customer payments applied to invoices
• Products: Catalog items with account assignments

What does NOT sync to QuickBooks:

• Stock reservations (Reserve quantities for jobs)
• Inventory depletions (Used/consumed inventory)
• Location transfers
• Stock pull transactions
• Physical count adjustments

TRUE supports two approaches for integrating inventory management with QuickBooks. Choose the approach that best fits your business workflow and accounting requirements.

Option 1: Automated Inventory (Strict Product Matching)

• Products are defined in QuickBooks first, then imported to TRUE
• All invoices and bills must use products with matching QuickBooks items
• Revenue and COGS accounts are determined by QuickBooks product settings
• QuickBooks inventory updates automatically when invoices/bills sync
• Requires strict discipline—items must always be selected from catalog, never typed manually

Option 2: Manual Inventory Adjustments

• Products are defined in TRUE without syncing to QuickBooks
• TRUE tracks inventory levels; QuickBooks does not
• Invoice line items sync to QuickBooks default revenue accounts
• Run inventory reports in TRUE to calculate COGS and inventory changes
• Create manual journal entries in QuickBooks to adjust inventory and COGS periodically

Products can flow in either direction between TRUE and QuickBooks depending on your setup approach.

Importing Products from QuickBooks to TRUE:

1. Navigate to Settings → QuickBooks
2. Click the Import tab
3. Select Products
4. Click Import to pull all active items from QuickBooks
5. Imported products inherit their QuickBooks ledger accounts and settings
6. These settings cannot be changed in TRUE for imported products

Exporting Products from TRUE to QuickBooks:

1. Navigate to the Catalog module
2. Select products to sync using checkboxes
3. Click QuickBooks in the batch menu
4. Select Approve Sync
5. Go to Settings → QuickBooks → Export tab
6. Select Products and click Sync Batch

TRUE uses weighted average cost (WHAC) methodology for inventory valuation. This affects how COGS is calculated when inventory is depleted and invoiced.

How WHAC Works:

• Each time inventory is received through purchase orders, the system recalculates the weighted average cost
• The calculation: (Existing Value + New Purchase Value) ÷ (Existing Qty + New Qty)
• When inventory is depleted, COGS = Quantity Sold × Weighted Average Cost
• Revenue is the sell price per invoice line item

QuickBooks Integration Considerations:

• When bills sync to QuickBooks, the cost per line item is sent
• When invoices sync, the sell price per line item is sent
• TRUE's WHAC calculations are not directly sent to QuickBooks
• For accurate COGS in QuickBooks, use the Manual Inventory approach with periodic journal entries based on TRUE's inventory reports

When using the Manual Inventory approach, you'll need to create periodic journal entries in QuickBooks to keep inventory and COGS in sync with TRUE's records.

Monthly/Quarterly Journal Entry Process:

1. In TRUE, navigate to the Inventory module
2. Run the Inventory Sold Report for the accounting period
3. Export the data to Excel to calculate total COGS amount
4. In QuickBooks, run reports for Inventory and COGS accounts for the same period
5. Calculate the adjustment needed based on TRUE's data
6. Create a journal entry in QuickBooks:
   • Debit: Cost of Goods Sold (expense account)
   • Credit: Inventory (asset account)
7. If invoices already recorded revenue in QuickBooks, you may need a reversing entry to correct the accounts

TRUE uses special product designations to handle down payments (customer deposits) and retainage properly when syncing to QuickBooks.

Configuring Customer Deposits Product:

1. Navigate to the Catalog module
2. Find or create a "Customer Deposits" product
3. Open the product details
4. Select the QuickBooks tab (QuickBooks Mode)
5. Check Use this product for down payments
6. Ensure the product is synced to QuickBooks with appropriate liability account

Configuring Retainage Product:

1. Navigate to the Catalog module
2. Find or create a "Retainage" product
3. Open the product details
4. Select the QuickBooks tab (QuickBooks Mode)
5. Check Use this product for retainage
6. Ensure the product is synced to QuickBooks with appropriate retainage receivable account