Table of Contents

Purpose QuickBooks Dashboard Export Update Import Setup Pre-Setup Requirements Import Process How to Import Data from QuickBooks Reviewing Imported Data Sync Process How to Approve Records for Sync Finding Unapproved Records How to Sync Approved Records Updating Synced Records Common Sync Errors Best Practices Still Need Help?

Purpose

Our syncing tool enables you to manually push or pull data between TRUE and your QuickBooks file. This ensures your financial records remain up-to-date and consistent across both platforms. Use this guide with any setup or import questions.

QuickBooks Dashboard

Navigate to the dashboard to perform sync related processes.

Export

Export data from TRUE to QuickBooks. Includes the following modules:

Customers Individuals or businesses that purchase goods or services from the company.
Vendors Suppliers or service providers that the company purchases from.
Jobs Specific projects or tasks undertaken by the company.
Contracts Formal agreements between the company and its clients or suppliers.
Products Goods or services offered by the company.
Invoices Bills sent to customers for goods or services provided.
Pay Requests Requests for payment submitted for completed work or milestones.
Payments

Money received from customers for goods or services.
Credits Applied Reductions in amount owed applied to customer accounts.
Bills Invoices received from vendors for goods or services.
Bill Payments Money paid to vendors for goods or services received.
Expenses Costs incurred by the company in its operations.
Time Clock Records of employee work hours.

Update 

Updates previously synced data to match TRUE.

Customers Updates existing customer information in QuickBooks.
Vendors Updates existing vendor information in QuickBooks.
Jobs Updates existing job information in QuickBooks.
Contracts Updates existing contract information in QuickBooks.
Bills Updates existing bill information in QuickBooks.
Bill Payments Updates existing bill payment information in QuickBooks.
Invoices Updates existing invoice information in QuickBooks.
Pay Requests Updates existing pay request information in QuickBooks.
Payments Updates existing payment information in QuickBooks.
Expenses Updates existing expense information in QuickBooks

Import 

Imports data from QuickBooks to TRUE.

Chart of Accounts The organizational structure of the company's accounts.
Products Goods or services offered by the company.
Sales Terms Conditions under which sales are made.
Classes Categories used to group transactions for reporting purposes.
Departments Organizational units within the company.
Sales Tax: Tax collected on sales transactions.
Customers Individuals or businesses that purchase goods or services from the company.
Vendors Suppliers or service providers that the company purchases from.
Jobs Specific projects or tasks undertaken by the company.
Contracts Formal agreements between the company and its clients or suppliers.
Payments Money received from customers for goods or services.
Bill Payments Money paid to vendors for goods or services received.

Setup

Pre-Setup Requirements

Before beginning the integration setup, ensure the following items are completed:

  1. Log into TRUE and navigate to Company Preferences
  2. Scroll to the API Keys section
  3. Verify QuickBooks Integration is set to either "Desktop" or "Online"
  4. For Desktop users: Verify QuickBooks API Key is set to “39917-36300”

 

Required Downloads

FileMaker Pro

  1. Navigate to ⚙️ > System Information > FileMaker Pro in TRUE
  2. Download and install FileMaker Pro

Desktop Version of TRUE

  • Included in the FileMaker Pro download
  • Install after FileMaker Pro

ProductiveComputing Plugin

  • Download from: https://www.productivecomputing.com/downloads/FM_Books_Connector/Install_FM_Books_Connector.zip
  • Install after TRUE Desktop

How to Connect QuickBooks Desktop to TRUE

  1. Log into QuickBooks using an Administrator level account in single-user mode.
  2. Open the desktop version of TRUE and log in with any user account.
  3. Navigate to the QuickBooks dashboard.
  4. Run a test sync by selecting Chart of Accounts import (or Classes/Departments if not ready for Chart of Accounts).
  5. When the certificate window appears:
    • Select the Administrator account for syncing
    • Allow syncing even when QuickBooks is not logged in
    • Allow access to sensitive data
  6. Verify successful connection or check QB Request Log for errors.

Desktop Installation Requirements

  • User Privileges: Must have install privileges on the PC
  • Server Installation: Requires permission to install .NET 3.5
  • QuickBooks Access: Administrator level account required
  • QuickBooks Mode: Must be in single-user mode

How to Connect QuickBooks Online to TRUE

Open your client's Data1 file in FileMaker Pro:

  1. Open the DocuWrx database
  2. Navigate to the Clients module
  3. Search for and select the client
  4. Under Client Files, select Options > Open File for the Data1 file

Initialize the connection:

  1. Open Scripts menu (File > Manage > Scripts or CMD+Shift+S)
  2. Run the Initialize Tables script
  3. Run the Open QBO Authentication Card script

Complete authentication:

  1. Share your screen with the customer
  2. Have them provide QuickBooks Online Administrator credentials
  3. Follow on-screen instructions to connect TRUE to QuickBooks
  4. The window will close upon successful connection
  5. Test the connection by running the Chart of Accounts import.

Testing Your Connection

After establishing the connection for either Desktop or Online:

  1. Navigate to the QuickBooks dashboard in TRUE
  2. Select the Import tab
  3. Run the Chart of Accounts import
  4. A successful import displays a list of imported accounts
  5. Check the QB Request Log if errors occur

Next Steps

After successful setup, schedule a follow-up training call to:

  • Review imported data
  • Configure company preferences
  • Complete QuickBooks sync training

 

Import Process

How to Import Data from QuickBooks

  1. Navigate to the QuickBooks dashboard in TRUE (⚙️ > “QuickBooks”).
  2. Select the Import tab.
  3. Run imports in this recommended order:
    • Chart of Accounts
    • Products
    • Sales Terms
    • Classes
    • Sales Tax
    • Customers
    • Vendors
  4. Allow each import to complete before proceeding to the next.
  5. Contact support after completing imports to schedule sync training.

Reviewing Imported Data

FAQ for reviewing individual items after import has been completed.

How do I configure the Chart of Accounts after import? +

After importing your Chart of Accounts:

  1. Navigate to Company Preferences > Chart of Accounts.
  2. Verify every account has:
    • Category
    • Subcategory
    • Identifier (add if missing)
  3. Set account numbers if desired for proper sorting.
  4. Click the Default Accounts tab and configure:
    • AR Account: Primary accounts receivable account
    • Retainage Receivable Account: Can be set to AR if account doesn't exist
    • Revenue Account: Default revenue account for transactions
    • Deferred Revenue Account: Required if using deposits/down payments
    • AP Account: Primary accounts payable account
    • Inventory Account: Default inventory tracking account
    • Cost of Goods Sold Account: Default COGS account
    • Cash Account: Must be set to Undeposited Funds
How do I configure Terms? +
  1. Navigate to Company Preferences > Terms.
  2. Verify all terms display a green QB icon.
  3. Delete any terms without the QB icon (these are TRUE defaults).
  4. Set the Default Terms dropdown to your preferred sales term.
How do I configure Classes? +
  1. Navigate to Company Preferences > Chart of Accounts > Classes.
  2. Verify the class list imported completely.
  3. Review all classes for accuracy.
How do I configure Taxes? +
  1. Navigate to Company Preferences > Taxes.
  2. Verify all taxes display a green QB icon.
  3. Delete any taxes without the QB icon.
  4. Ensure each tax has a unique Display Name.
  5. Remove these QuickBooks default tax rates:
    • "TAX"
    • "NON"
    • "CustomSalesTax"
How do I verify Customers and Vendors imported correctly? +
  1. Navigate to the Customers module.
  2. Verify imported data includes:
    • Company/Individual names
    • Phone numbers
    • Email addresses
    • Physical addresses
  3. Repeat verification for the Vendors module.
  4. Note: Not all customers/vendors will have complete information, but you should find several with all data fields populated.
How do I configure Performance Settings? +

Navigate to Company Preferences > Performance:

  • Use Tax Picker: On (for most clients)
How do I configure Purchasing Settings? +

Navigate to Company Preferences > Purchasing:

  • Default Tax Rate: Set to desired default for Purchase Orders
How do I configure Quotes/Bids/Jobs Settings? +

Navigate to Company Preferences > Quotes/Bids/Jobs:

  • Default Tax Basis for Quotes/Jobs: Retail
  • Default Tax Rate for Quotes/Jobs: Set to desired default rate
  • Default Tax Basis for Bids: Retail
  • Default Tax Rate for Bids: Set to desired default rate
How do I configure API Keys Settings? +

Navigate to Company Preferences > API Keys:

  • Tax Model: US or Global (based on location)
  • Transactions Import Mode: Ignore Unknown
  • Sync Jobs: On (unless you don't want job syncing)
  • Sync Contracts: On (unless you don't want contract syncing)
  • Advanced Inventory: Off (unless syncing receiving logs)
How do I configure Special Products? +
  1. Navigate to the Products module and run a blank search.
  2. Verify the products list is populated.
  3. For Customer Deposits:
    • Find the "Customer Deposits" product
    • Open the product details
    • Select the QuickBooks tab
    • Check Use this product for down payments
  4. For Retainage:
    • Find the "Retainage" product
    • Open the product details
    • Select the QuickBooks tab
    • Check Use this product for retainage
What are the next steps after import and configuration? +

After completing the import process and configuration:

  1. Schedule QuickBooks sync training
  2. Learn the approval process for sending data to QuickBooks
  3. Practice syncing transactions between systems

Sync Process

The sync process includes approving records. All records must be approved before they can sync to QuickBooks. The approval status appears in the "Accounting" column in list views.

How to Approve Records for Sync

From List View (Multiple Records):

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

From Detail View (Single Record):

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

Finding Unapproved Records

Use Advanced Filter > Accounting > Unapproved to quickly find all records needing approval.

 

How to Sync Approved Records

  1. Navigate to the QuickBooks dashboard
  2. Click the Export tab
  3. Look for modules with pending items (shows count next to module name)
  4. Click on a module to view pending records
  5. Select records to sync
  6. Click the green Sync Batch button
  7. Review results:
    • ✓ Green checkmark = Success
    • ✗ Red X = Error (click for details)

Updating Synced Records

To update records already in QuickBooks:

  1. Make changes in TRUE
  2. Record status changes to "Pending Update"
  3. Go to QuickBooks dashboard > Update tab
  4. Select and sync the updates

Common Sync Errors

Common QuickBook related errors and resolutions.

Error Solution
Customer not found Customer will auto-sync, or verify name matches exactly
Invalid reference Ensure referenced items exist in QuickBooks
Permission denied Verify QuickBooks user has full permissions
Duplicate transaction Check if already exists in QuickBooks
Tax rate not found Import tax rates from QuickBooks

Best Practices

  • Sync regularly: Daily or weekly to prevent backlogs
  • Batch similar items: Sync all invoices together, all payments together
  • Check errors immediately: Resolve before they affect other syncs
  • Test first: When starting out, sync a few records before doing large batches

 

Still Need Help?

If syncs fail repeatedly:

  • Check the QB Request Log for detailed errors
  • Verify your QuickBooks connection is active
  • Contact support with error details. Use the “?” icon to submit a ticket or reach out to Live Chat.
 

 

 

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