Adaptive connects to QuickBooks Desktop through the QuickBooks Web Connector, so most transactions sync both ways and a few lists are pulled from QuickBooks into Adaptive. For setup steps, see the QuickBooks Desktop setup articles.
How it works
Web Connector sync: The Web Connector contacts Adaptive on a set schedule, so syncing happens at regular intervals rather than in real time.
Manual sync: Run the Web Connector on demand from your desktop.
Pull all records: Choose Pull all records on next sync to bring in every record from QuickBooks Desktop. This can take a while for large files.
Data flow at a glance
Two-way sync
Adaptive | QuickBooks Desktop | |
Bills | ↔ | Bills |
Bill payments | ↔ | Bill payments |
Expenses | ↔ | Checks and credit card charges |
Credit card credits | ↔ | Credit card credits |
Vendor credits | ↔ | Vendor credits |
Invoices | ↔ | Invoices |
Vendors | ↔ | Vendors |
Customers | ↔ | Customers |
Accounts | ↔ | Chart of accounts |
Time activities | ↔ | Time activities |
Classes | ↔ | Classes |
Items | ↔ | Items |
Note: Classes and items are managed in QuickBooks. You assign them to bills and expenses in Adaptive, and those assignments sync back to QuickBooks. To add a new one, create it in QuickBooks first.
Pulled from QuickBooks Desktop
QuickBooks Desktop | Adaptive | |
Employees | → | Employees |
Purchase orders | → | Purchase orders |
Journal entries | → | Journal entries |
Payment methods | → | Payment methods |
Connecting QuickBooks Desktop
In Adaptive, click Sync QuickBooks.
Choose QuickBooks Desktop. Adaptive downloads a connection file (a .qwc file).
Follow the on-screen instructions to install the QuickBooks Web Connector and add the connection file.
If you need the file again, click Re-download QWC file. To start over, click Reset sync.
FAQ
1. Are attachments and tax codes synced?
No. Attachments and tax codes aren't synced with QuickBooks Desktop.
2. How fast does syncing happen?
Syncing runs through the Web Connector on a schedule, so updates aren't instant.
3. Where do I add a new class or item?
In QuickBooks. You assign them to transactions in Adaptive and your assignments sync back, but new ones are created in QuickBooks first.
4. Does 1099 status sync?
Yes. 1099 eligibility on vendors syncs two ways, along with the rest of the vendor record.
5. Does deleting a transaction sync?
Yes. Deleting a transaction in one system removes it in the other.
If you run into a sync error, see the QuickBooks Desktop troubleshooting articles or email us at [email protected].