This article will guide you through the process of setting up QuickBooks Online and CoreBridge to prepare for a data sync.


Sync Requirements

  • If your CoreBridge system has more than one location, you must have a version of QuickBooks Online that supports "Class Tracking". Each Location name from CoreBridge will be used to create a Class in QuickBooks so that you are able to separate each location(store) on reports. The "Location" feature in QuickBooks Online is not used for the sync.
  • Your system must be live.
  • One or more Completed or Closed orders
  • Must be using QuickBooks Online Simple Start, EasyStart, Plus, or Essentials. Also must be the year 2018 or newer. 

Step 1 - Configure QuickBooks Settings

  1. Enable Account Numbers
    1. Choose the Gear Icon > Company Settings (or Accounts and Settings).
    2. Click Advanced from the menu on the left.
    3. In the Chart of Accounts section, check the boxes for Enable account numbers and Show account numbers options to turn those features on.
    4. Click Save.
  2. Enable Class Tracking

This step is only required in the following scenarios:

  • You have a single CoreBridge system with multiple locations
  • You have multiple CoreBridge systems and more than one syncs to the same QuickBooks company

If you do not fit into one of the scenarios above please proceed to STEP 2 - Match Income Accounts, otherwise continue below. 


    Steps for Enabling Class Tracking 

  1. Choose the Gear icon > Company Settings (or Accounts and Settings).
  2. Click Advanced from the menu on the left. (or Company from the menu on the left)
  3. In the Categories section, enable the Track Classes option.
  4. Set Assign Classes to One to the entire transaction.
  5. Click Save.

NOTE:  This option is not available with all QuickBooks Online versions.


STEP 2 – Match Income Accounts

  1. In CoreBridge, navigate to Accounting Module > Manage Accounts > Income Accounts tab
  2. Open a separate tab or window and log into your QuickBooks Online Account. Navigate to Accounting > Chart of Accounts
  3. Start with the first account in CoreBridge. Compare it to the account in QuickBooks. If the CoreBridge account matches exactly to the QuickBooks move on to the next account in CoreBridge.
    1. If the CoreBridge account represents an account in QuickBooks but it doesn't match exactly, change the account in either QuickBooks or CoreBridge to get them to match. This may include adding or removing account number and/or changing text.
      1. To change an account in CoreBridge, click edit, make any needed changes, then click save before moving to the next account.
      2. To change an account in QuickBooks, click the black down arrow in the action column. Then select edit. Make any necessary changes, then select save and close.
      3. To create a new account in CoreBridge navigate to Accounting Module > Manage Accounts > Income Accounts > Add Income Account  
    2. If you are a Franchisee, CoreBridge is populated with the Franchisor master Chart of Accounts so any changes made need to be made in QuickBooks.

Additional Reminders

  • The only accounts needed for the import are the accounts in CoreBridge. Be sure not to add your entire Chart of Accounts to CoreBridge. If there is an account in CoreBridge that does not exist in QuickBooks, it will be created automatically in QuickBooks during your 1st sync so there is no need to add it manually.
  • Account number, account name, account hierarchy, and account type must match exactly.
    • Each account must have a unique account number and a unique name. Numbers and names cannot be the same between Income accounts and Reconciliation accounts. Special characters may cause sync errors. Please use only letters and numbers for account names.
    • The name "Shipping" should not be used as an account name. "Shipping Income" or "Shipping Expense" should be used instead. 
  • The QuickBooks account type for all income accounts needs to be "Income". Do not use "other income".

STEP 3 – Select an Accounting Export Option in CoreBridge 

  1. In CoreBridge, navigate to Accounting Module > Accounting Export.
  2. Select the following options:
    • Select Export Type: Sync with Online Application
    • Application Name: QuickBook Online
    • Sync Type: Lump Data Sync
    • Lump Sync and Summary Sync are the same things.
  3. Click the Save button. A warning dialogue may appear. Since you have never synced you can safely click OK.

STEP 4 – Choose Sync Options

Using the information below, decide which sync option you would like to choose.

Group Tax Agencies

This option controls whether or not CoreBridge sales tax gets posted to a single account (Lump Tax Agencies) or multiple accounts (Sync Tax Agencies). 

  1. In CoreBridge, navigate to Accounting Module > Accounting Export > Account Setup tab.
  2. Click Lump Tax Agencies if ANY of the following apply.
    • You are using 3rd party tax integrations or eCommerce.
    • Sales tax is paid to a single taxing authority.
  3. Click the Sync Tax Agencies button and wait for the page to refresh.
    Note: The Sync Tax Agencies option will ONLY appear if Lump Tax Agencies is not selected. 
    • This pulls in all Tax Agencies from the Management Module with rates higher than 0%.
    • If no Tax Agencies exist or they all have a 0% rate nothing will happen. 
    • Tax Agencies with rates need to be pulled into this window so that they can be matched to a G/L account.

Ignore non-completed orders 

This option is a one-time choice before your 1st sync.  If you want WIP and BUILT values in QuickBooks you need to have starting balances. 

  1. In CoreBridge, navigate to Accounting Module > Accounting Export > Account Setup tab.

        2. Click the Ignore non-completed orders button to see WIP, BUILT, and Non-Completed Order values in QuickBooks



STEP 5 – Match Reconciliation Accounts

Important Note: QuickBooks Online supports assigning sales tax on journal entries. This is not a supported feature, however, you may assign sales tax manually to the appropriate G/L liability account once the journal entry has synced. For the purpose of this article, we use the term "sales tax" to represent the accrued liability owed to a taxing entity. Various countries have their own unique terms for this. For example VAT, GST, HST, QST, SST, ICMS, Commercial Tax, Consumption Tax, Revenue Tax, Turnover Tax.


  1. In CoreBridge, navigate to Accounting Module > Accounting Export > Account Setup tab. 
    The collection of accounts displayed here are referred to as Reconciliation Accounts. These accounts need to be matched to QuickBooks just like Income accounts.

  2. Match Reconciliation Accounts
    The collection of accounts displayed here are referred to as Reconciliation Accounts. These accounts need to be matched to QuickBooks just like Income accounts.
    • My CoreBridge Accounts
      The section titled "My CoreBridge Accounts" shows the account name and account type as they are listed in your CoreBridge system. Don't use this section to match accounts to QuickBooks. This is for reference only.

      ACCOUNT TYPE CROSS-REFERENCE
      IN COREBRIDGEIN QUICKBOOKS
      ExpenseExpenses (not Other Expense)
      Accounts ReceivableAccounts Receivable (A/R)
      LiabilityOther Current Liabilities
      TaxOther Current Liabilities
    • My CoreBridge Software Accounts
      This is the section of the page where you will match CoreBridge to QuickBooks. 
      1. Start with the first account under My CoreBridge Software Accounts. Compare it to QuickBooks. If the CoreBridge account matches exactly to QuickBooks move on to the next account in CoreBridge.
        • Each account must have a unique account number and a unique name. Numbers and names cannot be the same between Income accounts and Reconciliation accounts. Special characters may cause sync errors. Please use only letters and numbers for account names.
        • If the CoreBridge account represents an account in QuickBooks but it doesn't match exactly, change the account in either QuickBooks or CoreBridge to get them to match. This may include adding or removing account number and/or changing text.
        • If a CoreBridge account needs to be changed, click edit, make any needed changes, then click save before moving to the next account.
      2. OPTIONAL – If you want to keep your CoreBridge accounts separate from existing accounts you can create new accounts. This can be helpful if you are in the process of closing out a previous POS system and don't want to commingle numbers in a single account.
        Examples:
        • CB A/R (instead of Accounts Receivable)
        • CB Deposits (instead of Deposits)
        • CB Bad Debt
        • CB Sales Tax Payable
  3. Match Undeposited Funds Account
    When matching the Undeposited Funds account between CoreBridge and QuickBooks, the account in QuickBooks must be the built-in system account designated by QuickBooks. To ensure you are using the correct account, check the name, type and detail type for undeposited funds in your QuickBooks system. See image below

STEP 6 – Perform a CoreBridge Reconciliation

In CoreBridge, navigate to Accounting Module > Reconciliation > Reconcile Accounts. 


Each Reconciliation contains the data that will be used to create the QuickBooks journal. Without Reconciliations, there will be no data to export. The data will sync to QuickBooks as a journal and will contain income, payments, and other financial data needed to manage your books. For each Reconciliation in CoreBridge, there will be a corresponding Journal in QuickBooks.

Reconciliations should be performed at the end of each business day to capture that day's data and to catch any payment entry errors. If wrong payment amounts are captured on the Reconciliation the wrong amounts will sync to QuickBooks.


Note: If you are not comfortable performing this step please review this support article:  Reconciliations - Completing, Viewing, Reporting or reach out to our support team. 


Step 7 - Connect to QuickBooks Online

  1. Navigate to Accounting Module > Accounting Export
  2. Select Connect to QuickBooks under Step 1. An additional window will pop up. You will be prompted to log in using your QuickBooks username and password.
  3. Next, you will be asked to Select Connect below to get started using CoreBridge Sync. Select Connect.
  4. This window will now disappear.
  5. Next, select Continue under Step 2 in your CoreBridge system. You will not see any changes to your screen, but your screen will refresh.

Step 8 - Complete Your First Sync

  1. Navigate to Accounting Module > Accounting Export > Account Setup
    • Under sync start date, select the date you would like to your data from CoreBridge to start syncing to QuickBooks. This is usually the date of your first reconciliation. 
  2. Navigate to Accounting Module > Accounting Export > Sync
    • Select Begin Sync
    • If you do not receive any errors or failed items, you have completed your first sync successfully. 
    • If you do receive an error or any failed items, you will need to report them following these directions QuickBooks Online: Summary Sync - reporting sync errors.

Related Articles

FAQ & Best Practices - CoreBridge Accounting Sync

LINK: Accounting Export Options

Reconciliations - Completing, Reporting, Viewing

Reconciliation Account Details

Reconciliations In CoreBridge

QuickBooks Online: Summary Sync - reporting sync errors

Reconciliations - Completing, Viewing, Reporting 

How Summary Sync Works