Overview

This article will guide you through setting up the Sync Tool for using the Detail Sync export method. If you are using Summary Sync the instructions here will not apply.


Related Article


Sync Tool Setup

If you're setting up the sync tool for the first time or on a new computer, proceed with the steps outlined here. If the sync tool was previously installed and you are updating it to a newer version on the same computer, your settings will automatically populate. If they do not, follow the steps outlined here.


If You Have Already Synced And Are Installing The Sync Tool On A New Computer

Open a support ticket the copy and paste this into the body of the ticket:

  • "I have already synced from CoreBridge using Detail Sync and need to install the sync tool on a new computer. Please clear maps on locations."
    If CoreBridge support doesn't perform this action the setup may fail. 


Instructions

  1. Open the QuickBooks company that you will sync CoreBridge data to. Sign in with Administrator rights.
  2. Open the sync tool and click Settings.
  3. If not already selected, click on the General tab.
  4. In the CoreBridge Username field, enter a CoreBridge username that has the Allow QuickBooks Sync option selected in their CoreBridge User Access Rights. This will typically be your accountant or the owner.


  5. Enter the password associated with the CoreBridge username from Step 4 in these two fields:
    • CoreBridge Password
    • Confirm

  6. In CoreBridge navigate to Accounting Module > Accounting Export > Integration Information.
    1. In CoreBridge, copy the text string from the field labeled API Tag > and paste the string into the sync tool field labeled CoreBridge API Tag.
    2. In CoreBridge, copy the text string from the field labeled API URL > and paste the string into the sync tool field labeled CoreBridge API URL.
      The URL changes once settings are saved.
      screenshot from CoreBridge

       screenshot from the Sync Tool


  7. Set the Sync Start Date:
    • IF YOU'VE NEVER SYNCED BEFORE AND YOUR COREBRIDGE SYSTEM IS NEW
      • If you have NOT manually entered CoreBridge transactions in QuickBooks, the Sync Start Date should match your Go Live! date.

      • If you have manually entered CoreBridge transactions in QuickBooks, you will need to determine the Sync Start date based on when you stopped manually entering transactions in QuickBooks. We strongly recommend contacting CoreBridge support in this situation.

      • If you have not been through the Go Live! process with a support agent, the Sync Start Date will be the earlier of the first payment date or the first completed order date. We strongly recommend contacting CoreBridge support in this situation.

    • IF YOU'VE NEVER SYNCED BEFORE AND YOU TOOK OVER AN EXISTING SYSTEM
      • The Sync Start Date will be the date of the first Completed order that is yours. If there is an order prior to that date that has not Closed, the order will sync anyway and the date will be ignored so that a future payment will not be orphaned in QuickBooks.
      • In this case, the prior owner should have addressed all transactions that will not transfer to you as the new owner. If there is an overlap in dates where transactions are commingled for each owner, that will need to be handled manually in QuickBooks. There may be transactions that sync to your QuickBooks that belong to the prior owner.

    • IF YOU'RE INSTALLING ON A NEW COMPUTER USING THE SAME QUICKBOOKS COMPANY FILE
      1. Disassociate the old sync tool from your QuickBooks company file.

      2. In QuickBooks go to Edit > Preferences > Integrated Applications > Company Preferences.
      3. Select CoreBridge Desktop Client and click Remove.
      4. On the Sync tool set the Sync Start Date
        • The Sync Start Date should be the same date that was used on the old computer.

  8. Click Save And Validate Settings.
    • An authorization window from QuickBooks will open. Please select your preferred option and then complete the authorization steps in the subsequent QuickBooks windows.
    • If an error message is displayed in red after you click Save And Validate Settings, please confirm all information entered and then click Save And Validate Settings once the incorrect information has been updated. A message is displayed in green if all information is entered correctly.
    • Leave your mouse pointer visible on the sync tool. You will see a circle representing activity while the save process is happening. The save process may take a minute or so to complete. 
    • Before proceeding, wait for the circle to go away to signify that the Save process has completed.
  9. To set the bank account, click Refresh List to the right of the field named Default Bank Account. All QuickBooks bank accounts will populate. Choose the default bank account to use for check refunds, cash refunds, offline credit card refunds, and NSF checks.

  10. Click the A/R Accounts tab.
    • Before proceeding, in QuickBooks be sure that each A/R account you are mapping:
      • Is a parent account
      • Is type "Accounts Receivable"
    • Click Refresh Accounts.
    • In each of the fields, select your desired AR G/L account that transactions should post to.



  11. Click the Settings tab.
    • If you have never synced before there should be no need to change any of the default accounts. 
    • If you have synced before there should also be no need to change any of the default accounts. However, you may need to assign a different account other than the default account if a different account was set previously. To determine if a non-default account was used previously please open the original sync tool.

      If you need to select different accounts than the ones displayed:
    • To the right of each of the fields on this tab, click Refresh List. Each list is populated independently so be sure to click each Refresh List link. 
    • All QuickBooks accounts of each type will populate in the corresponding field.
    • The default accounts that appear are typically the correct accounts and won't need to be changed. If needed, use the dropdowns to select the appropriate G/L account for each account type.

  12. Once you have completed entering information on the Settings page click Save And Validate Settings again.
    • Leave your mouse on the sync tool so that you can see the activity status. Activity will typically be displayed as a blue circle by the mouse pointer. Wait for the Save process to complete. You will know the Save process has completed when the blue circle goes away.

    • Close the sync tool by clicking the X in the upper-right corner of the program window. Do not perform a sync until the sync tool has been closed.


Payment Methods

When saving the sync tool settings, the software will check QuickBooks to determine if the following payments types exist. If they don't, the software will attempt to create them. If they cannot be created they must be created manually.


If you are using custom payment types in CoreBridge, those payments will post to QuickBooks as "Other".


3rd Party Integration Requirement


Finding the Sync Tool

  • When you minimize the sync tool, the CoreBridge icon will be displayed on the Taskbar in Windows. 
  • When you close the sync tool, the icon can be found in the system tray/notification area.
  • If the sync tool is not running, you can open it with the desktop shortcut named CoreBridge QuickBooks Sync.
  • The CoreBridge icon shown on the app shortcut will look like this:
    CoreBridge logo


Syncing Data to QuickBooks

  • Do NOT attempt to perform a 1st Sync on your own!
  • The 1st Sync to your accounting software should be performed with a CoreBridge support team member over a web meeting.