🔄 Data Flow Direction
The integration operates on a one-way data flow:
ShopView → QuickBooks Online
All financial data is generated and structured in ShopView, then securely transmitted to QBO. QuickBooks does not push data back into ShopView.
⚙️ How the Integration Works (High-Level)
The integration is event-based, meaning data syncs automatically when specific trigger actions occur in ShopView. Once connected, ShopView will:
Find or create customers in QBO
Generate customer invoices for sales
Sync customer payments
Find or create vendors in QBO
Generate vendor bills for purchases
Sync vendor payments
Generate vendor credits for returns
Create journal entries for inventory value adjustments (sales, returns, manual adjustments)
Reverse invoices, payments, and journal entries when transactions are reversed in ShopView
📘 Objects Synced from ShopView to QuickBooks & Trigger Points
1. Customers
Created when an invoice is generated for a new customer
Matched to existing QBO customers by ID first, then name to prevent duplicates
Sync fails if the name exists in QBO as another entity type (e.g., vendor)
2. Customer Invoices (Sales)
Triggered when a work order status changes from Completed → Invoiced
Includes:
Products / services
Descriptions, quantities, prices
Taxes
Classes & locations (if enabled in QBO Advanced)
Reversed automatically in QBO if the invoice is reversed in ShopView
3. Customer Payments
Triggered when a payment is recorded in ShopView
Applied to the correct invoice in QBO
Payment methods:
If missing, ShopView will create customer payment methods in QBO
Deleted or reversed payments are also removed from QBO
4. Vendors
Created when parts are received or vendor invoices are created in ShopView
Matched by vendor ID first, then name
Sync fails if the name already exists as a customer or another entity type in QBO
5. Vendor Invoices (Purchases)
Triggered when parts are received via:
Work orders
Purchase orders
Includes:
Inventory Asset or COGS account
Purchase prices, descriptions
Taxes
Classes & locations (if enabled)
6. Vendor Payments
Triggered when payments are recorded in ShopView
Applied to the correct vendor bill in QBO
Important:
ShopView does not create vendor payment methods. These must already exist in QBO as Bank or Credit Card accounts, and the names must match exactly.
7. Vendor Credits (Returns)
Triggered when a return is processed in ShopView
Posts credits against Inventory Asset or COGS accounts
Supports taxes, classes, and locations if enabled
8. Journal Entries (Inventory Adjustments)
Journal entries are created when:
Inventory parts are sold (via invoicing)
Inventory is manually adjusted
Inventory is adjusted via cycle counting
If an invoice is reversed, the associated journal entry is also reversed automatically.
🧩 Matching Logic (Behind the Scenes)
Customer & Vendor Matching
Match by ID
If no ID match → match by name
If still no match → create new record
If name exists under a different entity type → sync fails
Invoice & Payment Matching
Match invoices by ID, then document number
Payments attach only if the related invoice exists
Duplicate document numbers will cause sync failures if QBO duplicate prevention is enabled
🔌 Connecting ShopView to QuickBooks Online
To enable the integration, contact [email protected] to schedule setup and training.
Step 1 — Navigate to Integrations
Click your user icon (top right)
Select Account Setup
Go to Integrations
Choose QuickBooks
Step 2 — Authorize QuickBooks
Click Connect to QuickBooks
Sign in to your Intuit account
Select the correct QBO company file
Approve permissions
Step 3 — Configure Sync Mapping
Configure the following:
Chart of Accounts
Products & Services
Sales & purchase tax mappings
Classes & locations (optional, QBO Advanced required)
Click Save to finalize setup.
🚨 Troubleshooting & Unexported Items Report
ShopView provides a dedicated report to identify and resolve sync failures:
Reports → Accounting → QB Unexported
Tabs include:
Customers – invoices & customer payments
Vendors – bills, credits & vendor payments
Journal Entries
Common Issues & Fixes
1. Invoice or Bill Didn’t Sync
Causes
Missing account or tax mapping
Duplicate name or document number
Closed accounting period
Fix
Verify mappings: Account Setup → Integrations → QuickBooks
Resolve errors in the QB Unexported report
Re-export or mark as exported if handled directly in QBO
2. Payments Not Appearing in QBO
Causes
Invoice failed to sync
Vendor payment method mismatch
Closed accounting period
Fix
Sync the invoice first, then re-export the payment
Ensure vendor payment methods exactly match QBO bank/credit card accounts
3. Duplicate Name Error
QuickBooks uses a shared list for customers, vendors, and employees.
Fix
Rename one of the records in both ShopView and QBO
Even minor changes (e.g., adding a period) resolve the conflict
4. Duplicate Document Number Error
Occurs when QBO duplicate prevention is enabled.
Fix
Confirm whether the transaction already exists
Update the document number in QBO or ShopView
Re-export from the Unexported report
5. Journal Entries Didn’t Sync
Causes
Related invoice failed
Duplicate document number
Closed accounting period
Fix
Sync the invoice first
Resolve duplicate numbers
Re-export from QB Unexported → Journal Entries
✅ Key Takeaway
The ShopView + QuickBooks Online integration is designed to be deterministic, event-driven, and accounting-safe. Most sync issues are configuration-related and can be resolved quickly using the Unexported Items report, ensuring minimal disruption to your financial workflows.
❓ Frequently Asked Questions (FAQs)
1. Does data sync both ways between ShopView and QuickBooks?
No. The integration is one-way only.
All data flows from ShopView → QuickBooks Online. QuickBooks does not send data back to ShopView.
2. When does ShopView sync data to QuickBooks?
The integration is event-based. Data syncs automatically when specific actions occur in ShopView, such as:
Invoicing a work order
Recording a payment
Receiving parts or vendor bills
Processing returns
Adjusting inventory
3. Can I manually force a sync?
There is no manual “sync now” button.
If a transaction fails, it will appear in:
Reports → Accounting → QB Unexported
Once the issue is fixed, you can re-export the item from there.
4. Why didn’t my invoice sync to QuickBooks?
The most common reasons are:
Missing account, tax, or product mapping
Duplicate customer name or invoice number in QBO
Closed accounting period in QuickBooks
Check QB Unexported → Customers for the exact error message.
5. Why is my payment missing in QuickBooks?
Payments will not sync if the related invoice failed.
Other common causes:
Vendor payment method does not match a bank or credit card account in QBO
Closed accounting period
Always confirm the invoice synced first.
6. Does ShopView create payment methods in QuickBooks?
Customer payments: Yes, ShopView will create them if missing
Vendor payments: No. These must already exist in QBO as Bank or Credit Card accounts, and the names must match exactly
7. Why am I getting a “Duplicate Name” error?
QuickBooks uses one shared list for:
Customers
Vendors
Employees
If a name already exists under a different type, QuickBooks blocks the sync.
Solution: Rename one of the records in both ShopView and QBO, then re-export.
8. What causes a “Duplicate Document Number” error?
QuickBooks can block duplicate invoice or bill numbers.
This usually happens when:
A transaction was manually created in QBO
QBO auto-generated a number that overlaps with ShopView
Update the document number in QBO or ShopView and re-export.
9. Are journal entries created automatically?
Yes. ShopView automatically creates journal entries for:
Inventory sold via invoicing
Inventory adjustments (manual or cycle count)
If the invoice is reversed, the journal entry is reversed as well.
10. What happens if I reverse or delete a transaction in ShopView?
ShopView will:
Reverse invoices in QBO
Remove payments from QBO
Reverse related journal entries
This keeps both systems aligned.
11. Where can I see why something failed to sync?
Use the QB Unexported Report:
Reports → Accounting → QB Unexported
Tabs include:
Customers
Vendors
Journal Entries
Each item includes a clear error message and next steps.
12. Can I fix the issue directly in QuickBooks?
Yes.
If you resolve the issue directly in QBO, return to the QB Unexported report and select Mark as Exported to clear the item from ShopView.
13. Do I need QuickBooks Advanced for this integration?
No.
However, Classes and Locations require QuickBooks Online Advanced.
14. Who do I contact to enable or set up the integration?
Email [email protected] to schedule:
Integration enablement
Initial configuration
Training and walkthrough support