Integrate Quickbooks Online Version to Industrack

To synchronize with QuickBooks online to Industrack, you need to have Quickbooks online company and Industrack accounts both logged in. This will allow items like Customers, Inventory Parts, and Invoices to synchronize between IndusTrack and QB. 

Recommended tasks for QB Online

• Must create a backup for the Quickbooks before the synchronization.   Also, it is recommended to create a daily backup for the first few weeks   
• If you need to clean up customers, and items, or mark customers and items inactive, do that prior to sync. Otherwise, all items and customers will be synchronized to IndusTrack. 
• When QBO tax is set up, QBO tax will automatically apply to inventory items if it is marked taxable in OT. 
• Please do not change your Quickbooks Company File Name or move it from a different folder. If QB Company File Name is changed or moved, data like customers, inventory, and other items that have been synced will be duplicated in Industrack.

Customer Synchronization Setup 

There are three different options for syncing customers first, select which direction you would want to synchronize.

1. QuickBooks to IndusTrack:  With this option, QuickBooks will act as the Master. Changes made to customer records in QB will be synchronized into IndusTrack. However, any changes made to the customer records in IndusTrack will not synchronize to QuickBooks. This includes changes made to the customer records by technicians and office users.  customers in qbo with taxes assigned will be synced as is in Industrack .
2. IndusTrack to QuickBooks: With IndusTrack to Quickbooks selected, IndusTrack will act as the master. Changes made to customer records, including the addition of new customers, will be synchronized into QB, but changes made in QB will not be synchronized into IndusTrack   
3. Two-way sync:  When two-way sync is selected, changes made to a customer record in either system will be synchronized into the other system. In the event the same record is changed in both systems, the most recent edit will be the one used.

How IndusTrack synchronizes the customers with multiple locations or service location

1. Customers with multiple service locations in Industrack will sync to QBO as sub-customers. 
2. Sub customers in QBO will be synced as service locations in the Location Tab on Industrack customer addressbook. 
3. Any attachments and notes need to be imported separately using excel files
4. Active customers in QB will be synchronized into the active customers list in IndusTrack and inactive customers in QB will be synchronized into the inactive list in IndusTrack. The same is true for IndusTrack to QB sync
5. When changes are made to a record, it will not be reflected in the other system until after the next automated sync or a manual sync is performed. 

Notes and Attachments in QuickBooks Online (QBO)

When you create a customer in QBO, some fields like Notes and Attachments do not automatically sync with IndusTrack.

To include this information, you’ll need to:

• Manually enter Notes and Attachments directly in QBO
  OR
• Import them separately using an Excel file

These fields are excluded from the automatic sync, so they must be handled separately.

INVENTORY SYNC 

There are two different options for inventory, services, or items.  Two-way sync is not available for this option.  We will synchronize both active and non-active items to their own respective lists.

1. QB to IndusTrack:  This will synchronize inventory, non-inventory, service, and equipment from QuickBooks to IndusTrack. Any changes made to items in IndusTrack will not be updated in QB.  Chart of accounts assigned in QBO inventory items will also automatically apply once the inventory is synced to Industrack 
2. IndusTrack to QB: This will synchronize the items from IndusTrack to QB only.
   • If you change an item to non-taxable in IndusTrack, once it is synchronized to QB, QB will apply the tax to it. You will need to mark the item as non-taxable in QB or tax will apply automatically.   
   • Equipment items in IndusTrack will synchronize as Inventory items in QuickBooks   
   • Synchronizing inventory from IndusTrack to QB – You will need to assign income and expense accounts to inventory from Industrack so that it will be synced to Quickbooks. 
   • We do not sync purchase orders with QB. 1. if you add a new part in Industrack and it syncs to the QB, the correct account needs to be set up in the QB. If the parts are already in Industrack and it was added in QB, it will automatically assign them to the correct accounts associated with it. If you generate P.O in QB and receive inventory in QB and add an invoice in QB for that part, If the part cost is different that will manually need to be updated in IndusTrack. If you are doing sync from Industrack to QB If you generate a p.o in Industrack and receive inventory in Industrack you do not need to update the cost in Industrack. You can enter the invoice from the vendor in QB and also attach it to the job. Industrack does not have an expenses or vendor invoice option.

INVOICE SYNC

1. Invoices can only be synchronized from IndusTrack to QB. To import historical invoices for a customer into IndusTrack, you must use an excel file.   
2. Invoices do not automatically synchronize like customers and inventory. Invoices must be approved and marked “ready for sync” before they synchronize to QB. All invoices marked as “ready for sync” will synchronize the next time a sync occurs. 
3. Once an invoice has been synchronized from IndusTrack into QB, the invoice number in IndusTrack will change and will match the invoice number in QuickBooks. 
4. If there is a tax set up for a customer in QB, QB will automatically apply the tax to the invoice once synchronized. Tax rates can be applied to customers in IndusTrack to make the invoices match automatically. 
5. After you synchronize the invoice from IndusTrack to QB, once you receive payments in QB and mark the invoice paid, the invoice in IndusTrack will also get marked as paid after sync. 
6. Please note the invoices with $0 value won’t get synced to QuickBooks.

Integrate QBO to Industrack 

1. Log in to OneTrack Software https://onetrack.IndusTrack.com/login.
2. On a different tab, log in to Quickbooks online as well.

3. Once logged in to Industrack software go to Settings> Integrations> Quickbooks

4. On the Quickbooks integration page, click on Configure sync.

5. On the Configure Sync page, select Quickbooks online as Quickbooks Integration Type.

6. Clcik on connect to Quickbooks.

7. You will be redirected to another page and will be asked to log in to your Quickbooks account if not logged in. If you are already logged in it will ask you to select a Company.

8. Once you have selected a company, click on Next to successfully integrate Quickbooks to Industrack.

9. Click on Connect, and you will be redirected back to Industrack and it will be successfully integrated.

10. Once redirected to Industrack, you will see that a connection between Industrack and Quickbooks has been established. You can also stop the connection by clicking on the Stop Connection button in the upper right corner.

11. After we have established a connection, select a Sync Frequency. You can also turn this off and you can manually sync every time you want to sync something.

If you select not to automate the sync you can do the sync manually here every time you want to sync

Settings> Integration > Quickbooks> Sync Now.

12. Select which items you would like to sync, Customers, Inventory, and Invoices.

13. For Customers, we can select one-way or two-way sync.

If you select one way, you can either choose whether Quickbooks will act as the master or Industrack.

Note: If one-way sync is selected and the sync direction is from Quickbooks to Industrack,  taxes and payment terms that were set up in Quickbooks Desktop will automatically sync to Industrack. When you have taxes and payment terms set up on your Quickbooks account, we strongly advise you to let them sync to Industrack instead of setting them up to Industrack again as it would cause duplication and would lead to invoice sync errors.

If you select two-way sync, any customer information you enter into either Quickbooks or Industrack will be synced in both systems.

Customer Deletions Not Synced to QuickBooks Online

• Deleting a customer in IndusTrack (OT) does not delete or flag the customer in QuickBooks (QBO/QBD). The customer remains active in QuickBooks after sync.
• No warning or log entry indicates that the action is unsupported.
• Note: Customers must be deleted or inactivated directly in QuickBooks.

🧪 QuickBooks Online Sandbox – How Deleted Customers Work

When using the QuickBooks Online (QBO) sandbox for testing, it’s important to understand how customer records are handled:

• QBO comes with built-in test customers.
• You’ll see active customers by default under Sales > Customers.
• Inactive customers are hidden unless you:
  1. Click the gear icon on the Customers page.
  2. Check the box for “Include Inactive”.

🔁 Deleted = Inactive
If you delete a customer in QBO, it isn’t removed from the system—it’s just marked as inactive and hidden from the default view.

🔄 What This Means for IndusTrack Sync

When syncing with IndusTrack:

• Inactive customers in QBO, including those marked as deleted, will still sync into IndusTrack as inactive records.
• There is no actual deletion—just a status change to “inactive.”

✅ Keep in mind:
Always check the “Include Inactive” setting in QBO when testing customer syncs with IndusTrack, so you don’t miss hidden records.

🔄 Customer Inactive Status in One-Way Sync (IndusTrack to QuickBooks Online)

❗ Important Notice

If you mark a customer as inactive in IndusTrack, this does not update the customer’s status in QuickBooks Online (QBO) when using One-Way Sync from IndusTrack to QBO.

• QBO will still show the customer as active, even after sync.
• There is no message or alert in the IndusTrack interface or sync logs to indicate that this status change isn’t supported.

👉 This is a known limitation. The system currently does not support syncing customer active/inactive status from IndusTrack to QuickBooks Online.

✅ What to Expect

👀 How to View Inactive Customers in QuickBooks Online

By default, inactive customers are hidden in QBO. To view them:

1. Go to Sales > Customers in QuickBooks Online.
2. Click the ⚙️ Gear icon at the top right of the customer list.
3. Check the box for “Include Inactive”.

Once enabled, you’ll see all inactive customers, which are labeled with “(Deleted)” next to their names.

Inventory Sync can only be synced one way with either sync direction:

Quickbooks to Industrack– With this sync direction only inventory items entered from Quickbooks will be synced to Industrack, any existing inventory items or entered items from Industrack won’t sync to Quickbooks.

Industrack to Quickbooks– With this direction, only inventory items entered from Industrack will be synced to Quickbooks, any existing inventory items or entered items from Quickbooks won’t sync to Industrack.

14. Assign Chart of Accounts, you can assign it here to globally assign accounts for all Inventory items or you can assign each account to each item on the Inventory settings. After assigning accounts click Save.

15. Enable Invoice Sync. We only sync invoices from Industrack to Quickbooks.

How to Sync Invoice from Industrack to Quickbooks:

1. On Industrack select the invoice or invoices you want to sync to Quickbooks. You can either select only one or multiple invoices.
2. After you select the invoice or invoices you would like to sync, click MORE ACTIONS> Mark for sync.
3. A confirmation box will popup, select YES.

4. After selecting YES, you will see that the status of the invoices that we marked for sync are marked as Ready for Sync.

5. If you selected the Automated sync option, we need to wait until the next sync cycle for the invoices to get synced to Quickbooks. You can also do manual sync if you want the invoice to sync in real-time.

Once the sync cycle is done and the invoices we marked for synced are already synced to Quickbooks, the status of the invoices in Industrack will go back to Unpaid.

6. If you check on Quickbooks, you will see the invoices that we synced from Industrack in there.

7. On Quickbooks, If you mark the invoices as paid once the next sync cycle in Industrack is done the invoices will also get marked as Paid.

Same Item Name with Different Descriptions

• When the same item name is used with different descriptions, each entry syncs to QuickBooks Online (QBO) as a separate line item.
• Each line retains its custom description as entered in IndusTrack.

Items Without Custom Descriptions

• Observed Behavior: Items that do not have a custom description in IndusTrack will sync to QBO with a blank description, which is the expected behavior.