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Learning Objectives:
1. Describe how to prepare your QuickBooks data.
2. Recall how to sync your QuickBooks data.
3. Explain how to update your QuickBooks data.
Video Script
Welcome to the QuickBooks Desktop Integration demonstration. In this video we will review the five steps for syncing your QuickBooks data with Condo Control.
Step 1 – Prepare Your QuickBooks Data
Your QuickBooks customer data must be formatted in a specific way to sync with the Condo Control System. This includes customer names, types, unit numbers, contact information, and addresses. To begin, login to QuickBooks and select Customers.
Customer Names must be entered as Unit Number space Last Name, space First Name. Otherwise, the data will not sync. Click on a customer’s name to revise the field. For example, instead of 106- Mike Balak change the name to 106 Balak, Mike.
The next fields that require specific formatting are Invoice Address and Ship To Address. The first line of the addresses must be the customer’s name. Click the edit icon to update the addresses as needed.
Then, select the Additional Info tab. Here you can track a customer’s type like Owner or Tenant. If this field is left blank, the customer will automatically be tagged as Owner on the Condo Control System. From the Customer Types field, select Add New and create the following types: Owner, Resident, and Tenant. Once completed, Click Okay to finalize your changes.
Continue this process until all your customer data is in the prescribed format.
Step 2 – Locate Your Company Name
Condo Control requires your legal company name, exactly as it appears on QuickBooks, to sync your customer data. Locate your legal company name by selecting My Company followed by Edit. Copy the name in the Company Name field and send it to your Condo Control Activation Specialist.
Step 3 – Download & Install the Web Connector
To sync your customer data with Condo Control, you need to download the QuickBooks web connector. Either reach out to your Condo Control Activation Specialist for a direct link or refer to the QuickBooks integration guide. Once downloaded, install the application.
Step 4 – Sync Your QuickBooks Data
After installing the web connector, reach out to your Condo Control Activation Specialist for a connector file and password. Download and save the connector file to your desktop. You will need it to again for any future revisions. Then, open the connector file. You will now see a prompt asking you to grant file access to your QuickBooks data, select Okay. Then, select Yes, whenever this QuickBooks company file is open, and click continue.
After granting permission, select the application, enter the password provided by your Condo Control Activation Specialist and click Update Selected. When the progress bar reaches 100% complete and the Last Result says Ok, click Exit. You will now see the synced data in the Unit File on the Condo Control system. If you receive an error message during the sync, screenshot the message and share it with you Condo Control Activation Specialist.
Step 5 – Update Your QuickBooks Data
Customer data can only be synced from QuickBooks to Condo Control not the other way around. This means any updates need to first be made in QuickBooks. After updating customer data in QuickBooks, reopen the connector file by selecting File, App Management, and Update Web Services. Then, select the application and click Update Selected. Like before, when the progress bar reaches 100% complete, your updates have been synced and will appear in the Unit File.
To view a user’s transactions, click on their name, select the Transactions tab, and click Get Account Balance.
This concludes the QuickBooks Desktop Sync demonstration. For more information on the QuickBooks Desktop Sync feature, please refer to our user guide.