Overview

The Detail Sync option is not available to all CoreBridge subscription packages.

If you have any questions about availability and pricing, please reach out to [email protected] for more information.

When using the Detail Sync option, your customer-related data will be re-created in QuickBooks. Once you've gone through your 1st Sync, you should not edit/update/modify/delete any records that sync from CoreBridge to QuickBooks. QuickBooks effectively becomes "look but don't touch". If you change a record in QuickBooks that syncs from CoreBridge you will likely get sync errors. When you get sync errors, you'll be missing data from CoreBridge in QuickBooks resulting in erroneous financials. In order to have all of your data and numbers from CoreBridge in QuickBooks, a sync must complete with no errors. If there are any sync errors, you will likely need to reach out to CoreBridge Support for assistance with fixing the errors.

Records That Sync

This list contains record types that sync from CoreBridge to QuickBooks. The information for each record type will help you understand how that record is used along with information to help you identify some of the causes for sync errors. No record of the types listed below should ever be changed in QuickBooks if the record was synced with CoreBridge.

IMPORTANT NOTE:  ONCE A RECORD HAS BEEN SYNCED, ANY CHANGES MUST OCCUR IN COREBRIDGE. THE CHANGES WILL AUTOMATICALLY UPDATE THE MATCHING RECORD ON THE NEXT SYNC.

Customers

Customers created in CoreBridge will sync to QuickBooks when they are in "Client" status. Part of the setup instructions is to match customer names between CoreBridge and QuickBooks. If the same customer exists in both CoreBridge and QuickBooks but the names don't match exactly, the sync will create a new customer in QuickBooks giving you duplicate customers.

In QuickBooks, if you have a customer that exists as a job, the sync may not successfully match the customers. You may get a fail or get duplicate customers. The best way to handle customers as jobs is to change the customer in QuickBooks from a job to a customer then allow the sync to match them. After a successful sync, you would use the Master Account feature in CoreBridge to move the customer back to a job. If you have master accounts in CoreBridge prior to your 1st sync, you may get sync errors. Not all Customers will sync during a 1st sync. A Customer will sync only when it is in Client (Active) status. If you have employee records in QuickBooks and an employee name matches a Customer name in CoreBridge, you will get an error. You will need to change the name in either CoreBridge or QuickBooks so they don't match exactly.

Invoices

CoreBridge orders that have reached Completed status will sync to QuickBooks as invoices. 

If invoices already exist in QuickBooks, you don't want to use the same numbers in CoreBridge. Part of the setup is making sure that the order number from CoreBridge won't conflict with an existing invoice number in QuickBooks. If an CoreBridge order number matches an existing QuickBooks invoice number, the CoreBridge invoice will fail to sync. 

Payments

Each individual payment is synced. 

Payments do not sync until they have been Reconciled in CoreBridge during the Reconciliation process.

All payments post to the Undeposited Funds account in QuickBooks. Once a payment syncs it will need to be manually deposited in QuickBooks.

Refunds

Credit Card refunds post to the Undeposited Funds account in QuickBooks so they can be selected when using the Deposits feature.

All other payment types post directly to the bank account mapped on the sync tool.

Tax Agencies/Tax Groups

Sales Tax records in CoreBridge are similar to QuickBooks. In CoreBridge there are Tax Groups and Tax Agencies. Each of those syncs to QuickBooks.

Tax Groups from CoreBridge create a "Sales Tax Group" in QuickBooks.

Tax Agencies from CoreBridge create a "Sales Tax Item" in QuickBooks.

• When tax rates change in CoreBridge, the old rates are managed as archived rates. The archived rates exist so that historical orders keep the same rate they were assigned. When you perform a sync after a rate change, the archived records will sync to QuickBooks with names like "old_20_State Tax" and "old_15_County Tax". They need to exist in both CoreBridge and in QuickBooks in order to match old invoices with old rates. New records with the same naming convention will also be created and synced if you change the name of an agency or group. Just like any other record that syncs from CoreBridge, changing or deleting Tax Agencies and Tax Groups in QuickBooks will cause sync errors. And depending on the change, old invoices in QuickBooks may inherit a different tax rate if the invoice cannot find the tax item it had when it was created.

Accounts

Each G/L account in CoreBridge needs to be matched exactly to the account in QuickBooks. Account number, name, and hierarchy must match. If anything doesn't match you'll either get a sync error or a duplicate account. If there is a space instead of a dash, you'll get an error. If the account is a child instead of a parent you'll get an error. If the name matches but you're trying to use an account number for a different account you'll get an error. 

Billing Items

Parts and Modifiers sync to QuickBooks as items. The part or modifier Type in CoreBridge will also sync to QuickBooks (Service, Inventory, Non-Inventory). Just like other records types, if the name does not match exactly to the same item in QuickBooks you'll get duplicate items that will need to be cleaned up manually in QuickBooks. Even if the names match, you may still get sync errors if the Type doesn't match. Service items and Inventory items in QuickBooks cannot be changed to other types. You'll need to change either CoreBridge or QuickBooks to fix a Type mismatch.

Inventory items sold on a CoreBridge order will affect the inventory count in QuickBooks. If inventory items are not received in QuickBooks the quantity on hand in QuickBooks will be reduced from each sale an can result in negative quantity on hand.

Payment Terms

Customer payment terms will sync.

Locations

Each location name from the Management Module in CoreBridge is used to create a Class in QuickBooks. If you have a single CoreBridge system with multiple locations, or if you have multiple CoreBridge systems syncing to the same QB company file, you can separate each location with QuickBooks reports that support Classes.

Vendors

Just like accounts and customers, if you have a vendor in CoreBridge and in QuickBooks and they are off by even one character or space, you can get sync errors or duplicate vendors in QuickBooks. Prior to your 1st sync, we recommend going through your entire list of vendors in QuickBooks to match the vendor name in CoreBridge.

Vendor Types

If applicable, Vendor Types from the Management Module will sync. There are other built-in types that are not view-able in CoreBridge that will also sync.

Purchase Orders

Purchase orders from CoreBridge will sync to QuickBooks and use the records that have synced: Vendors / Items / Accounts.

If Purchase Orders and inventory are not handled properly in QuickBooks you may end up with erroneous records for Assets, COGS, and Inventory counts.

Supported Software

Please refer to the  Accounting Export Options article.

Transactions

Customer transactions such as invoices and payments will be created in QuickBooks and look similar to transactions you would have created manually. As previously mentioned, you can NOT make any changes to synced transactions in QuickBooks. 

Reporting

Since the Detail Sync re-creates transactions in your accounting software, you can run financial reports as well as other customer-related reports in QuickBooks. However, because the data in your accounting software isn't live, you should always use CoreBridge reports to manage your customers and A/R. You should always use the CoreBridge sales tax reports when remitting sales tax.