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How to Sync Data from QuickBooks Online

You can manually sync data from QuickBooks Online at any time using the on-demand sync feature. This ensures you have the most up-to-date information from your accounting system when you need it, without waiting for the automatic hourly sync.

Table of Contents

1. What Is On-Demand Data Sync

2. How to Access the Sync Dialog

3. Syncing Individual Data Types

4. Syncing All Data Types

5. Understanding Sync Status

6. Important Notes

What Is On-Demand Data Sync

On-demand data sync lets you manually refresh data from QuickBooks Online directly from the Invoice and Bill boards. You can sync specific data types or all data types at once. This is useful when you need immediate updates after making changes in QuickBooks Online or before generating reports.

Note: Automatic data syncs will run hourly during work hours only, Monday-Friday. You can trigger an on-demand sync at any time to get up-to-date data immediately.

How to Access the Sync Dialog

  1. Navigate to the Invoices or Bills board

  2. Click the "Sync data from accounting software" button in the board header

  3. The sync dialog opens, showing all available data types and their sync status

Note: The sync button is only visible if you have QuickBooks Online connected and the feature is enabled for your organization.

Syncing Individual Data Types

You can sync specific data types from QuickBooks Online individually:

  1. Open the sync dialog from the Invoices or Bills board

  2. Find the data type you want to sync in the list

  3. Click "Sync Now" next to that data type

  4. The sync will be queued and may take a few minutes to complete

Available data types you can sync from QuickBooks Online:

  • Invoices

  • Bills

  • Invoice Payments

  • Customers

  • Vendors

  • Tax Rates

  • Products and Services

Tip: For invoices and bills, syncing only allows the re-export of updated invoices and bills. It will not import invoices and bills.

Syncing All Data Types

To sync all data types from QuickBooks Online at once:

  • Open the sync dialog

  • Click the "Sync All" button at the top of the dialog

  • All available data types will be queued for sync

  • Each data type will sync independently and may complete at different times

Note: If a data type is on cooldown (recently synced), it will be skipped during a "Sync All" operation. You can still sync individual data types that are available.

Understanding Sync Status

Each data type in the sync dialog displays its current status:

  • Synced (green dot): The data type was successfully synced from QuickBooks Online. The last sync time is displayed.

  • Syncing (orange dot): A sync is currently in progress for this data type.

  • Error (red dot): The last sync attempt encountered an error. Try syncing again.

  • Never synced (grey dot): This data type has not been synced from QuickBooks Online yet.

Note: Sync operations are queued and may take a few minutes to complete. The status will update automatically once the sync finishes.

Important Notes

  • Cooldown Period: After syncing a data type from QuickBooks Online, there is a cooldown period before you can sync it again. The button will show "Available in X min" during this time.

  • Automatic Syncs: All data types are automatically synced from QuickBooks Online hourly during work hours, Monday to Friday. On-demand syncs are in addition to these automatic syncs.

  • Sync Time: Sync operations are processed in the background and may take several minutes to complete, depending on the amount of data in QuickBooks Online.

  • Connection Required: You must have QuickBooks Online connected to use this feature. If you see a "Not Connected" message, connect your accounting software first.


Caution: If you encounter persistent sync errors, contact Support for assistance.