Syncing customers from QuickBooks

PayMidWare can keep your customers in step with QuickBooks for you. On the QuickBooks page (or QuickBooks Desktop), find Import from QuickBooks and choose what you want under Customers:

• Don't import customers - nothing comes in on its own.
• Bring in new and changed customers - customers added or changed in QuickBooks come into PayMidWare. Only blank fields are filled in, nothing you already entered is overwritten, and nothing is sent back.
• Keep customers in step both ways - an edit made in either place is copied to the other. If a customer was changed in both, the most recent edit wins, and if the two edits are too close to call, QuickBooks wins.

Press Save import settings. The import then runs by itself every 15 minutes, or straight away when you press Import now. If you connected QuickBooks before automatic import was added, it stays off until you choose an option here. A new connection starts with customers kept in step both ways.

How customers are matched. For each QuickBooks customer, PayMidWare works down this list:

1. If a PayMidWare customer is already linked to it, that customer is used.
2. Otherwise, a PayMidWare customer with the same email address is linked to it.
3. Otherwise, a new PayMidWare customer is created.

What is copied. Name, email, phone and billing address, and the website for QuickBooks Online. QuickBooks Desktop has no website field, so a customer's website stays in PayMidWare only. Jobs and sub-customers are skipped, and a customer you make inactive in QuickBooks is not followed. QuickBooks Desktop limits a name to 41 characters and a phone number to 21, so longer values are shortened on their way there. A QuickBooks customer with no email can be brought in, but you cannot email invoices to them until an email is added.

The Sync customers from QuickBooks button. It is still there for a one-time pass. It works like Bring in new and changed customers whatever you chose above: only blank fields take the QuickBooks value (name, email, phone, website, each part of the billing address, and the account number), nothing you entered is overwritten, and nothing is sent back. The result reads like: 3 added, 2 linked to an existing customer, 1 filled in, 40 already up to date. If an account number from QuickBooks is already used by another customer, that one field is skipped and counted in the result.

When both ways is off. A customer you create or edit in PayMidWare still sends its billing address (and website, for QuickBooks Online) to QuickBooks. A blank field is never sent, so it will not wipe something typed in QuickBooks. Customers sent before this was added have no address in QuickBooks until you save them once on their Details page.