📤 Data Flow Direction
Data flows one-way:
ShopView → QuickBooks Online
ShopView sends structured financial data to QuickBooks, which then posts it to the appropriate accounts, customers, products/services, and payment records.
📘 What ShopView Sends to QuickBooks and Trigger Points
The integration syncs the following objects:
1. Customers
New customers are created in ShopView when an invoice is created for the new customer
Automatically matched to existing QBO customers (by ID number or name) to avoid duplicates
2. Customer Invoices (Sales)
When the status of a work order goes from Completed to Invoiced in ShopView
Line items include product/service, descriptions, quantities, sell prices, taxes as well as classes and locations if enabled.
If an invoice is reversed, it will be reversed from QBO as well.
3. Customer Payments
Payments recorded in ShopView
Applied to the correct QBO invoice
ShopView will create a payment method in QBO if it doesn't already exist.
If a payment is deleted, it will be deleted from QBO as well.
4. Vendors
New vendors are created in ShopView when an invoice is created for the new vendor by receiving parts
Automatically matched to existing QBO vendor (by name or ID number) to avoid duplicates
5. Vendor Invoices (Purchases)
When a part is received in ShopView either on the work order or through the purchase orders
Line items include category; Inventory Asset or a Cost of Goods Sold account, descriptions, purchase prices, taxes as well as classes and locations if enabled.
6. Vendor Payments
Payments recorded in ShopView
Applied to the correct QBO invoice
ShopView will not create a payment method for vendor payments. These are directly in your chart of accounts as Bank account or Credit Card accounts, so your payment methods must match your chart of accounts exactly.
7. Vendor Credits (Returns)
When a credit is received in ShopView using the returns feature
Line items include category; Inventory Asset or a Cost of Goods Sold account, descriptions, purchase prices, taxes as well as classes and locations if enabled.
8. Journal Entries
When an inventory part is sold on a work order by invoicing a work order in ShopView
It will also reverse the journal entry if the invoice is reversed.
When an inventory part is adjusted either manually or by cycle counting.
🧩 Matching & Call Logic (Behind the Scenes)
Customer Name Matching (for invoicing):
Match by customer ID → create customer invoice
If no ID match → match by name → create customer invoice
If still no match → create new customer → create customer invoice
If the name exists but is another form of contact, ie: a vendor → sync will fail
Same will be done when reversing an invoice
Customer Invoice Matching (for payments):
Match by invoice ID → create customer payment
If no ID match → match by invoice number → create customer payment
If still no match → sync will fail
Match payment method name → select that payment method
If no match → create payment method
Customer Invoice Matching (for reversing a work order):
Match by invoice ID → reverse invoice
If no ID match → match by invoice number → reverse invoice
If still no match → sync will fail
Customer Payment Matching (for payments being deleted):
Match by payment ID → delete payment
If no ID match → sync will fail
Vendor Name Matching (for purchases):
Match by vendor ID → create vendor invoice
If no ID match → match by name → create vendor invoice
If still no match → create new vendor → create vendor invoice
If the name exists but is another form of contact, ie: a customer → sync will fail
Vendor Invoice Matching (for payments):
Match by invoice ID → create vendor payment
If no ID match → match by invoice number → create vendor payment
If still no match → sync will fail
Match payment method name with the chart of accounts → select that account
If no match → sync will fail
Vendor Name Matching (for returns):
Match by vendor ID → create vendor credit
If no ID match → match by name → create vendor credit
If still no match → create new vendor → create vendor credit
If the name exists but is another form of contact, ie: a customer → sync will fail