QuickBooks Customer Sync

Automatically sync QuickBooks customers to EquineOps as clients. Keep contact information in sync, streamline billing, and eliminate duplicate data entry.

When you connect QuickBooks to EquineOps, your QuickBooks customers automatically sync as clients in EquineOps. Contact information stays synchronized, and QuickBooks remains the master source for customer data. This guide explains how customer sync works and how to manage both QuickBooks and manual clients.

How QuickBooks Customer Sync Works

When QuickBooks is connected:

QuickBooks → EquineOps (One-Way Sync):

• All QuickBooks customers sync to EquineOps as clients
• Syncs automatically daily at 2am (organization timezone)
• Contact information (name, email, phone, address) syncs
• Customer updates in QB sync to EquineOps
• New QB customers appear in EquineOps within 24 hours

QuickBooks Customers in EquineOps:

• Marked “From QuickBooks” (read-only)
• Cannot be edited directly in EquineOps
• Must be edited in QuickBooks
• Changes sync automatically
• Can be linked to horses like any client

Manual Clients Remain Independent:

• Clients created in EquineOps remain fully editable
• Do NOT sync to QuickBooks
• Clearly marked as “Manual” or “Custom”
• Work alongside QB customers seamlessly

Benefits of Customer Sync

Time Savings

Before customer sync:

1. Create customer in QuickBooks
2. Write down contact information
3. Open EquineOps
4. Manually create client with same info
5. Keep both systems updated separately
6. Total time: 5-10 minutes per customer

With customer sync:

1. Create customer in QuickBooks
2. Customer syncs automatically to EquineOps
3. Total time: 1 minute

Save 80% of client setup time!

Data Accuracy

Sync prevents:

• Typos from re-entering information
• Mismatched email addresses
• Outdated phone numbers
• Duplicate client records
• Inconsistent contact information

Simplified Workflow

Single source of truth:

• QuickBooks is master for customer data
• All contact updates in one place
• No confusion about which system is correct
• Bookkeeper manages QB, staff sees updates in EquineOps

Better Client Management

Combined benefits:

• Complete customer data from QuickBooks
• Horse ownership tracking in EquineOps
• Portal access for QB customers
• Link expenses to synced customers
• Streamlined billing process

What Information Syncs

Customer Data from QuickBooks

Contact Information:

• Customer name (business or individual)
• Display name
• Primary email address
• Phone number
• Mobile number (if provided)
• Billing address
• Shipping address (if different)

Business Information:

• Company name
• Contact person (if business)
• Customer type/category
• Active/inactive status

Metadata:

• QuickBooks customer ID
• Last sync timestamp
• Link to QB customer record

What Does NOT Sync

Financial data stays in QuickBooks:

• Invoices
• Payments
• Balances owed
• Payment terms
• Credit limits
• Pricing levels

EquineOps-specific data:

• Portal access settings (you control)
• Horse links (you manage)
• Staff notes (EquineOps only)
• Client preferences (EquineOps only)

Setting Up Customer Sync

Viewing Client Sync Status

Track which clients are synced from QuickBooks:

Managing QuickBooks Customers

Editing Customer Information

QuickBooks customers are read-only in EquineOps:

Adding New Customers

Create new customers in QuickBooks:

Archiving/Deactivating Customers

In QuickBooks:

1. Mark customer as inactive in QB
2. Syncs to EquineOps at next sync
3. Client becomes inactive in EquineOps
4. No longer appears in active client lists
5. Historical data preserved

Reactivating:

1. Reactivate customer in QuickBooks
2. Syncs back to active in EquineOps

Mixed Client Management

EquineOps supports both QuickBooks customers and manual clients:

Two Types of Clients

QuickBooks Customers (Read-Only):

• Synced from QuickBooks
• Marked “From QuickBooks”
• Contact info from QB (read-only)
• Can link to horses and enable portal
• Cannot edit contact info in EquineOps

Manual Clients (Fully Editable):

• Created directly in EquineOps
• Marked “Custom Client” or no special label
• Fully editable in EquineOps
• Do not sync to QuickBooks
• Work same as QB customers for horses/portal

When to Use Each Type

Use QuickBooks Customers for:

• Clients you bill through QuickBooks
• Existing QB customers
• Clients who need QB invoicing
• Business clients with QB accounts

Use Manual Clients for:

• Internal tracking only
• Temporary clients
• Non-billing relationships
• Clients not in your QB system

Identifying Client Type

Visual indicators:

QuickBooks Customer:

• 🔗 “From QuickBooks” badge
• QB icon in client list
• Gray/disabled edit fields for contact info
• “View in QuickBooks” link

Manual Client:

• ✏️ “Custom Client” badge (or none)
• No QB icon
• Editable contact fields
• No QB link

Working with Both Types

Both types support:

• ✅ Link to horses
• ✅ Portal access
• ✅ Staff notes
• ✅ Activity tracking
• ✅ Document access
• ✅ Expense association (for QB customers, links to QB)

Difference: Contact information management location.

Import Detection During CSV Import

EquineOps detects QuickBooks customers during client imports:

How Import Detection Works

When importing clients via CSV:

1. EquineOps checks each email against QB customers
2. If match found: Links to existing QB customer (doesn’t duplicate)
3. If no match: Creates new manual client
4. Prevents duplicate client records

Import CSV with QuickBooks Customers

Sync Schedule and Manual Sync

Automatic Sync Schedule

Daily at 2:00 AM (Organization Timezone):

• Runs automatically every night
• Syncs new customers from QB
• Updates existing customer information
• Processes inactive/reactivated customers
• Takes 5-10 minutes typically

Why 2:00 AM?

• Low-usage time
• Minimal disruption
• Completes before business hours
• Reliable sync window

Manual Sync Option

Need customers to sync immediately?

Troubleshooting

Customer Not Syncing

Possible causes and solutions:

Customer inactive in QuickBooks:

• Check QB customer is marked active
• Active customers sync, inactive don’t

Sync hasn’t run yet:

• Wait for 2am sync
• Or use manual “Sync Now” button

QuickBooks connection expired:

• Go to Settings → Integrations
• Reconnect QuickBooks if needed

Missing required fields:

• Ensure QB customer has name
• Email recommended but not required

Sync error:

• Check sync log in Settings
• View error message for specific issue

Customer Information Not Updating

If changes in QB don’t appear:

Duplicate Clients

If you have both QB customer and manual client for same person:

Can’t Edit Customer in EquineOps

This is expected behavior:

QuickBooks customers are read-only in EquineOps.

Solution:

1. Edit in QuickBooks instead
2. Changes sync automatically
3. Preserves data integrity

If you need to edit:

• For QB customers: Edit in QuickBooks
• For manual clients: Edit directly in EquineOps

Missing Customers After Import

If QB customers don’t appear:

1. Check QB connection: Verify QB is still connected
2. Check customer status: Only active QB customers sync
3. Review sync log: Look for error messages
4. Verify permissions: Ensure QB permissions include customer read access
5. Manual sync: Try “Sync Now” to force immediate import

Best Practices

Create Customers in QuickBooks First

Recommended workflow:

1. New client joins your facility
2. Create customer in QuickBooks immediately
3. Run manual sync in EquineOps (or wait for nightly sync)
4. Customer appears in EquineOps within 24 hours
5. Link to horses and enable portal
6. All contact changes in QB, sync automatically

This ensures customer exists in both systems correctly.

Keep QuickBooks as Master

For all contact information:

• Always update in QuickBooks
• Let sync handle EquineOps
• Maintains consistency
• Prevents conflicts
• Simplifies management

Why QB is master:

• QB is accounting system of record
• Billing contact info must be accurate
• Single source of truth
• Automatic propagation

Use Manual Clients Sparingly

When to create manual clients:

• Client not in QuickBooks
• Don’t bill through QB
• Internal tracking only
• Temporary relationships

Most clients should be QB customers for seamless billing integration.

Enable Portal for QB Customers

QuickBooks customers work perfectly with portal:

1. QB customer syncs to EquineOps
2. Enable portal access in EquineOps
3. Link horses as usual
4. Client logs in with email from QB
5. Portal works exactly like manual clients

No difference in portal functionality.

Review Sync Logs Monthly

Monthly sync review:

1. Check sync log for errors
2. Verify customer count is reasonable
3. Investigate any failed syncs
4. Ensure connection is stable

Proactive monitoring prevents issues.

Communicate with Bookkeeper

Team coordination:

• Bookkeeper manages customers in QB
• Staff manages horses/portal in EquineOps
• Both see consistent information
• Establish clear ownership

Avoid confusion:

• Staff: “Customer info is wrong”
• You: “Check QuickBooks - that’s the source”

Security and Compliance

Data Security

Customer sync is secure:

• OAuth 2.0 authentication
• Encrypted data transmission
• No passwords stored
• Tokens auto-refresh
• Minimal permissions (read-only for customers)

Privacy

Contact information handling:

• Only syncs necessary fields
• No financial data
• Staff-only visibility (unless portal enabled)
• Audit logs track access
• GDPR compliant

Permissions

QuickBooks permissions for customer sync:

• Read access: Customer contact information
• No write access: Cannot modify QB customers from EquineOps
• No financial access: Cannot see invoices, payments, balances

Minimal permissions for security.

Learn More

For related QuickBooks features:

• Main QuickBooks Integration Guide - Complete QB setup
• QuickBooks Expense Sync - How expenses sync
• Adding Clients - Creating client profiles
• Client Portal - Portal access for all clients

Need Help?

Questions about QuickBooks customer sync? We’re here to help:

• Email: support@equineops.com
• Setup Call: Schedule assistance with QuickBooks integration
• QuickBooks Expert: Available for complex sync questions