The QuickBooks Online Detail Sync provides users with the ability to sync their financial data, including individual transactions and customer records, directly with QuickBooks Online. This integration is perfect for those who require comprehensive tracking of financial activities within their accounting software. Unlike the Summary Sync, the Detail Sync ensures that each transaction and customer entry is fully mirrored in QuickBooks Online, making it easier to track and manage specific financial activities.
Note: CoreBridge can help with integration setup and how the integration works within the system. Questions related to the third-party service itself should be directed to that provider.
Table of Contents
Before You Begin
After you connect QuickBooks Online Detail Sync, and before the first sync, complete this setup in the connected QuickBooks Online company.
1. Open Account and settings.
2. Select Advanced.
3. Under Automation, turn off Automatically apply credits.
4. Turn off Automatically apply bill payments.
Note: If those settings stay on, sync can fail before an invoice is created.
Benefits of Integrating with QuickBooks Online Detail Sync
- Comprehensive Data Sync: Unlike Summary Sync, the Detail Sync captures every individual transaction and customer entry, offering a complete view of financial activities.
- Detailed Reporting: Provides a transaction-level view that supports detailed reporting, auditing, and compliance needs.
- Sync Flexibility: Users can choose between manual and automatic reconciliation sync options, accommodating different workflow preferences.
- Customizable Sync Options: Options to sync customers as necessary, include purchase orders, use One line per product, and map CoreBridge locations to QBO classes (if supported by the QBO version).
- Automated Notifications: Roles can be configured to receive email notifications in case of sync failures
What is the difference between the Summary Sync and the Detail Sync integrations?
The difference between Summary Sync and Detail Sync in QuickBooks Online integrations lies in the level of data gathered and the way it is used.
Summary Sync consolidates transactions into data groups, providing a high-level overview of financial performance with faster data transfer and reduced storage needs. This makes it ideal for businesses that require an overall financial snapshot without delving into individual transactions.
In contrast, Detail Sync offers a comprehensive, transaction-level view, capturing every individual sale, expense, and tax detail. This method is suited for businesses needing detailed reporting, auditing, and compliance support. However, because of the amount of data gathered, it involves slower data transfer, higher storage requirements, and more complex bookkeeping.
By understanding these differences, you can choose the appropriate sync method for your business needs and ensure that the QuickBooks Online integration you choose will meet your financial tracking and reporting requirements.
How to Integrate With QuickBooks Online Detail Sync
Navigate to Settings / My Business / Integrations Marketplace.
1. Select the Finance category.
Note: You can also find QuickBooks Online Detail Sync using All Categories or the search bar.
2. Select the QuickBooks Online Detail Sync integration.
3. Select Install.
4. Choose whether all of your Locations sync to a single QuickBooks Online (QBO) company, or whether each CoreBridge Location syncs to its own company in QuickBooks.
5. Under QBO Account Details, select Connect to QuickBooks.
Note: This opens a dialog window. Follow the prompts to finish connecting your QuickBooks account.
Note: After you connect, and before the first sync, open the connected QuickBooks Online company and go to Account and settings / Advanced / Automation. Turn off Automatically apply credits and Automatically apply bill payments. If those stay on, sync can fail before an invoice is created.
Once connected, you can set your QuickBooks options at any time directly on this same integration page.
6. Use the dropdown to choose if you would like your reconciliation sync to be Automatic with Reconciliation or Manual. For more information, please see Automatic Reconciliation and Sync.
Note: It is recommended to complete the first sync Manually to check that the mapping has been done correctly. After the first sync has completed, you may select Automatic with Reconciliation.
7. Choose the Date you would like your sync to begin.
Note: This option only appears if you have selected the Automatic with Reconciliation option above.
8. Customer Sync - This dropdown allows you to choose between syncing all customers or only as necessary.
Note: It is recommended to select Sync Customers Only As Necessary. This will sync only those customers that have had activity.
9. Use the dropdown to select which Employee Roles you would like to have notified via email if a failure occurs.
10. Sync Purchase Orders - Check this box if you would like to Sync Purchase Orders.
Note: One line per product is also under Sync Options. Select this option to sync each order product as a single invoice line instead of one line per part. The line uses the product name, the income account and tax from the first part on the product, and the full product retail. This option is off by default.
11. Sync CoreBridge Locations to QBO Classes - Classes are a way to group your data in QuickBooks for more detailed reporting. Checking this box will sync your CoreBridge Locations to your QuickBooks Classes, allowing you to view and search for information by Location.
Note: This box must be checked in order to see Location Mapping below.
Note: Some of these options may appear differently depending on the number of locations you have and the sync settings chosen above with step 6.
Note: Your QuickBooks version must support class mapping to allow the option to sync to QuickBooks classes. Currently, Quickbooks Essentials and Simple Start do not support class mapping.
12. Select Edit Class Mapping to open the mapping window.
13. Use the dropdown to select your Accounting Software Classes for each Location.
Note: If you select add as new on sync, QuickBooks adds your Location after the next sync.
14. Select Save & Sync now.
Note: Syncing immediately lets you know right away if there are any issues.
15. Select Edit Account Mapping to choose which QuickBooks accounts correspond to your CoreBridge accounts.
Note: Account Mapping is critical for accurate syncs and reconciliations.
Note: It's recommended to manually select all of your accounts from your accounting software to ensure correct mapping. Reserve Add as new on sync for accounts that are specific to CoreBridge, such as Orders in Pre-WIP.
16. Use the dropdown to select your Accounting Software Accounts.
17. Select Save & Sync now.
Note: Syncing immediately lets you know right away if there are any issues.
Note: Changes must be saved manually by selecting Save at the bottom of the screen.
Integration Status After Setup
After you select Install and complete Connect to QuickBooks, QuickBooks Online Detail Sync typically displays as Installed and Online. Configuration is available from this same screen.
Note: Until Connect to QuickBooks is complete, the integration may display as In Configuration, and the Configuration fields remain unavailable.
Note: Only one accounting software integration can be active at a time in CoreBridge.
Set Active is not required as part of a normal first-time setup. After Install and Connect to QuickBooks are complete, the integration should already display as Online.
If the QuickBooks integration later displays as Not Enabled, Set Active can be used to make QuickBooks the active accounting integration.
1. Click the More Actions menu.
2. Select Set Active.
Note: When the integration is already Online, More Actions includes Set Inactive and Uninstall instead of Set Active.
Using QuickBooks Online Detail Sync After Setup
After you connect QuickBooks and configure your sync preferences, use QuickBooks Online Detail Sync from the reconciliation area in CoreBridge.
Note: Confirm that Automatically apply credits and Automatically apply bill payments are turned off in QuickBooks Online Account and settings / Advanced / Automation before you sync.
Navigate to Accounting / Reconciliation & Sync.
Manually Sync from the Reconciliation List
You can sync a reconciliation directly from the Reconciliations list without opening the detail view.
Note: To sync manually, Manual must be selected in your integration settings. See step 6 above in How to Integrate With QuickBooks Online Detail Sync.
1. Select Sync Now in the Status column for the reconciliation you want to sync.
Manually Sync from the Reconciliation Detail View
You can also review a reconciliation in detail before syncing it to QuickBooks.
1. Select the row of the reconciliation you want to view.
2. Click Sync Now.
Note: The Sync Now option is available regardless of which tab you're viewing in the detail view.
Reconciliation Detail Tabs
In the reconciliation detail view, use these tabs to review information before or after syncing.
Payment Summary tab:
a. Clicking on any of the Payment;Transactions hyperlinks will open a new modal with more detailed information.
Payment and Refunds tab:
Overview of all Payments and Refunds during the reconciliation period.
Financial Summary tab:
Overview of money coming in and going out for the reconciliation period.
Note: When a reconciliation syncs successfully with QuickBooks Online Detail Sync, the Status shows as Synced. If a sync fails, the Status shows as Sync Failed/ Retry Sync.
Related Articles
Automatic Reconciliation and Sync
CoreBridge's Supported Accounting Integrations