Heads Up! If you see features in this article that aren’t in your account, this article may be what you’re looking for instead.
Note: Currently, only one team member can integrate their firm to a QBO account. Generally, the administrator would sync their QBO account for all team members to connect to.
QuickBooks Online (QBO) can be integrated with your Canopy account to help sync Clients and Service Items between both applications. You can also one-way sync Invoices, Categories, Classes, & Locations, and Payments & Credits. Once connected, whenever one of the previously listed items is created in Canopy, it's automatically synced to QBO.
Begin the Integration Sync & Sync Clients with QBO
Please Be Advised! To prevent duplicate contacts during your sync, ensure the first, last, and display names of all Clients in Canopy and QBO match exactly. Navigate to step 9 of this article for best practices on this! This includes:
For individuals: Exact match of first and last names
For businesses: Exact match of display names
1. Navigate to your Settings in Canopy.
2. Select Integrations from the left-side column.
3. Find the QBO integration tile and click Manage.
If the Manage button is greyed out, your account either does not have the Manage Integrations permission activated, or you are using a freemium or legacy account. To fix this, please upgrade to a paid account and ensure that your user is assigned a role with the Manage Integrations permission activated.
4. Select Start in line with Clients.
5. Enter your QBO login information in the pop-up window.
Click Sign In.
6. Review and accept the terms and conditions.
Click Connect to continue.
7. Review the recommended steps for a successful integration.
Select which clients to import.
You can choose All clients, Active clients, or Inactive clients.
Selecting Active or Inactive clients will specify that only Active or Inactive clients in QBO will be brought to Canopy.
The names of your Canopy clients should match the names of your QBO clients.
Any active customers in QBO that don't match a client in Canopy will be created as a new client in Canopy.-
Pro Tip: Before syncing, consider exporting clients from both canopy and QuickBooks to compare and align inconsistencies in naming conventions.
Note: If your import exceeds 300 records, the view is paginated. You can flip through the pages using the arrows at the bottom of the list.
8. Click Start to begin the integration sync.
9. Click through each navigation item on the left to check your client sync information.
Alternatively, you can click Next to cycle through the navigation items.
Mitigate Duplicates: Visit the Duplicates and Unmatched tabs on the left to review contacts that should be updated in QBO before syncing. Be sure that each first, last, and display name is exactly how it appears in QBO!
We also recommend reviewing the New clients tab, to ensure no duplicate contacts are created unnecessarily. Pay close attention to:
Punctuation, capitalization, and spacing (e.g., 'Inc.' with a period and 'Inc' without are considered different)
Complete company names including legal suffixes
Note: The New clients (x) section of the sync has the option to toggle the Create x new clients in Canopy switch on and off. This is the number of QuickBooks Online clients that are completely new to Canopy and will be added unless the toggle is turned to the off position. This feature is especially helpful when you don't want to add unnecessary clients to Canopy that then clutter up your directory!
10. Once all navigation items are complete, click Sync clients.
All clients created in QBO or Canopy going forward will be automatically synced to the other software.
Unmatched clients will NOT be synced.
Duplicate clients will NOT be synced.
Frequently Asked Questions
If company names differ slightly, will they be recognized as the same?
No, even minor formatting differences, such as a missing period in 'Inc.', will result in the system treating them as different entities.
What steps can help ensure a successful sync?
Compare and align client names between Canopy and QuickBooks. Matching formatting, up to punctuation and capitalization, is essential.
Additional Help: Please refer to the knowledge base article for guidance on how to resolve duplicate and unmatched clients with Single Client Sync. Additionally, after attempting a sync, you will receive an email containing a detailed report listing any unmatched and duplicate clients to help you identify and correct inconsistencies before retrying.
Advanced settings
Clicking the gear icon brings up a QBO Integration Settings window where you can toggle on and off actions from Canopy and QBO. The toggles are for actions like creating new clients and editing them in Canopy or QBO. Find out what else you can do with QBO synced clients here.
Sync Invoices and Service Items With QBO
The next step in the QBO Integration setup process will help you sync your invoices and service items with QBO. Once synced, all service items or invoices created in Canopy moving forward from the day you started your integration will be automatically synced to QBO. Currently, invoices created in QBO do not sync to Canopy.
Important Note: Canopy does not retroactively sync past invoices created in Canopy before the integration to QBO.
Please Note: This feature is not available for users who have purchased the Transcripts and Notices standalone module.
1. Click Next on the integration setup page.
2. Click Start to begin the sync setup.
Alternatively, you can come back later after selecting Not now.
3. Review your matched and unmatched service items. Cycle through menus using the left-side column or by clicking Next.
Please note that Unmatched service items will not sync. To fix any unmatched service items, you will need to ensure that service items in Canopy match the name, rate, and SKU of a service item in QBO.
Once you have confirmed that the service items are matched, you will need to repeat the QBO sync process.
4. Once all necessary service items match, click Sync service items.
5. Select Continue.
Sync Payments & Credits
1. Review the info and click Sync.
When payments are synced, any new payment created in Canopy can sync to QBO as a one-way sync moving forward.
The undeposited funds account in QBO will receive the following payment types from Canopy:
Payments processed through Canopy
Manual payments created in Canopy
Additional payments and credits created in Canopy
2. Select Done once the sync is successful.
The Manage QBO Integration page shows the status of each synced section.
All Service Items will be synced between Canopy and QBO.
Going forward, any new Payments, Additional Payments, Credits, or Invoices created in Canopy will be automatically synced to QBO.
Additionally, Categories, Classes, & Locations created in QBO will now also automatically sync to Canopy.
Use the graphic below to better understand the one-way or two-way sync for each section.