Keep your customer payment information up to date across Thryv® and QuickBooks Desktop without the manual hassle. With just the customer email or phone number, you can sync Invoices and Payments between Thryv and your QuickBooks account to remain up to date no matter where you work. With this integration, you can sync every invoice or payment made in Thryv directly to the contact in your QuickBooks Desktop and vice versa. This app integration is free in the Thryv Marketplace. You will need to sign in or create a Quickbooks Desktop account. Visit the Quickbooks Desktop website to see what option best suits your business.
The integration will support any versions currently supported by Intuit. For example, 2022, 2023, and 2024. The support will end for 2022 by Intuit by mid-2025. More details regarding this can be found here
Article Content:
Before You Sync
- Contacts must have an email to import from Thryv and from Quickbooks.
- If a contact in Thryv does not have an email > contact will not be created in QuickBooks Desktop
- If a contact in QuickBooks Desktop does not have an email > contact will not be created in Thryv.
- If there is missing information in QuickBooks for the Last Name or Address fields, that field will have null in Thryv.
- Select a client to use as an example for Quickbooks Online. Navigate to that client card, and click the pencil icon under Contact Information to edit the information in that client's fields. Every field you are planning to map in Quickbooks Online must have information entered, or the data will not sync.
- Ensure that you have at least one Contact, Estimate, Invoice, and Payment populated in Quickbooks
- Review your contact fields in Thryv Business Center to ensure that each field you plan to sync exists in Thryv Business Center and whether it has been renamed. For a guide to editing your contact fields, Click Here
- Also make sure that you know the version of your Quickbooks Desktop application. Learn more about that here
Example of ideal contact:
- Contact has First Name, Last Name, Phone, Email, and Address so all populated in the Thryv client record.
Installation Guide
To get started, navigate to the Marketplace and select Quickbooks Desktop
Then, click on Install
Grant permission to connect QuickBooks and Thryv. Check the box saying that you agree to the Terms & Conditions. You will be given the option later to determine exactly which information syncs.
Setting up a Sync
From here, you will see the available sync options.
Note: The process for each sync (Customers, Estimates, Invoices, Payments) is identical. The process consists of configuring the sync in the integration app and downloading a connector to your device with QuickBooks installed.
To start, click on one of the available sync options, and enter your QuickBooks Desktop version. This can be found in QuickBooks Desktop by pressing F2, and checking the version under "Version Used on File" in Product Info.
Next, determine whether you want to enable historic import, ongoing sync, or both.
Once you've made your selection, you'll need to download the QuickBooks Web Connector (QWC) file. Click on the link provided to do so. Do not proceed to the next step without downloading.
You're all set to enable the integration. Click on Save to create your integration.
Once the integration is created, you will receive a URL that you need to copy and use in the file downloaded above. The following steps will guide you through the process. Copy the URL and click Continue. Note that this URL is different for each sync (Customers, Estimates, Invoices, Payments). These syncs will need to be set up individually.
From here, you will be taken back to the integration screen.
Next, configure the downloaded file and add the URL you copied to your clipboard. To begin, open the downloaded file in a text editor. On the line <AppURL> highlight the area between <AppURL> and </AppURL>
Paste the link copied previously into this area.
Once the URL is replaced, please also copy the password from the file to your clipboard and then save the changes in the file.
Now, open the downloaded file in the Quickbooks Web Connector application and click on Add an Application.
In your device's file explorer, locate the downloaded file and open it in the web-connector.
Once added, click Yes on the pop-up.
Once added, another pop-up will appear to ask you to allow the web-connector to access your Quickbooks Desktop application in order to sync the data. On this popup, please click on OK.
On the next pop-up, select the option which says “Yes, always allow access; even when my QuickBooks isn’t running”.
Click on Confirm to confirm the permissions.
Once the permissions are granted, the integration will appear on the web connector.
Enter the password given to you in the file you downloaded in Step 1. Open the file and copy the password here.
Once the integration is added to the web connector, please click on the checkbox next to the integration, and once done, the web connector will ask for the password. Paste the password here.
Then click on Yes to save the password.
Once the password is saved, you are ready to sync your data.
In order to make your integration pick-up changes automatically, please check the Auto-run column and give it a time interval, the recommended time is 60 minutes.
Once the interval is set for auto-run, all you need to do is allow the web-connector to run in the background to pick up any new changes in both Thryv and QuickBooks Desktop.
Note: It is important that you do not close the web connector completely but simply minimize it and allow it to run in the background. When minimized, the web connector should appear something like this in the system tray.
At this point the installation is complete. Remember, if you wish to sync multiple items (Customers, Estimates, Invoices, Payments) you'll need to install each web connector and install separately.
What to expect from sync
This integration is a bi-directional one-time and/or ongoing sync of any combination of Customers, Estimates, Invoices, and Payments between Thryv and Quickbooks desktop. Any missing information in the last name, address, or phone number fields in Quickbooks Desktop will result in a "null" field in Thryv. An email is required to associate the contact on any estimates, invoices or payments that get sent from Thryv to Quickbooks Desktop.
The integration between Thryv and Quickbooks Desktop offers eight sync options to utilize or choose from:
- One-time and Ongoing Bi-directional Sync of Contacts
- One-time and Ongoing Bi-directional Sync of Estimates
- One-time and Ongoing Bi-directional Sync of Invoices
- One-time and Ongoing Bi-directional Sync of Payments
Contacts Sync
If you chose to sync contacts, when a contact is created in Thryv the integration will create that contact in Quickbooks Desktop. And when you create a contact in Quickbooks Desktop, the app will create that contact in Thryv.
- The contact's first name, last name, email, and address will sync.
- Custom fields in Thryv will not sync in this integration.
- The contact must have an email address in order to sync.
- The contact's initial creation will sync to the app. Any updates to the contact that will not sync, unless an invoice or payment is issued to that contact.
- The following fields are pre-mapped:
- First Name*
- Last Name*
- Email*
- Address
- Phone
- Company
*Indicated required field
Quickbooks Desktop Contact Sync'd to Thryv
- If there is a different billing address from the shipping address. The shipping address will be injected into Thryv.
- When a contact is created in Quickbooks Desktop and synced to Thryv the source on the contact will show Quickbooks Desktop Integration.
- To navigate to a contact source, go to the contact, under contact info select show more. The source is listed in the additional info section.
Thryv Contact Sync'd to Quickbooks Desktop
- The contact's first and last name will appear without a space between, ex. ErinGoodman. This is the expected format for the integration.
Invoices
If you chose to sync invoices, when an invoice is created in Thryv it will create a copy of the invoice in Quickbooks Desktop. And when you create an invoice in Quickbooks Desktop, the app will create a copy of the invoice in Thryv.
- Invoices that sync from Thryv to Quickbooks Desktop will show ' thryv1Thryv Invoices' in the account section of the Quickbooks Desktop invoice.
- A synced invoice is only a copy of the Thryv invoice, so receipts are not triggered to the client in Quickbooks Desktop. (Receipts are triggered from Thryv when created in Thryv.)
- Notes created in either platform will not sync to the copied invoice.
- The following fields are pre-mapped:
- Invoice Number
- Invoice Date
- Due Date
- Notes
- Line Items
- Currency
- First Name
- Last Name
- Phone Number
- Address
- Company
Payments
If you chose to sync payments, when a payment is collected or created in Thryv it will create a copy of the payment in Quickbooks Desktop. And when you create a payment in Quickbooks Desktop, the integration will create a copy of the payment in Thryv.
- Refunds created in QuickBooks Desktop will not copy over to Thryv. This action will need to be created manually in Thryv.
- Refunds created in Thryv will copy over to QuickBooks Desktop.
- The following fields are pre-mapped:
- Invoice Number
- Invoice Date
- Due Date
- Notes
- Line Items
- Currency
- First Name
- Last Name
- Phone Number
- Address
- Company
- Payment reference
- Payment Amount
- Transaction Date
- Payment Method
Best Practices and Limitations
Are you still issuing invoices from QuickBooks Desktop? We recommend that you turn the 'Ongoing' Sync with clients off, to keep your Bill To section in QuickBooks unaltered.
We recommend this because the address in Thryv will overwrite the 'Bill To' section in QuickBooks Desktop. This is due to a limitation in the integration. The QBD Bill to section is a free text field and we are not able to input the client's name with the address. So if you turn the ongoing sync off, it will keep your Bill To section in QuickBooks Desktop intact.
Special Characters
Invalid characters in your QuickBooks Online company name, or in the name of one of your list items (such as Customers, Vendors, Products and Services, or the Chart of Accounts), can lead to server errors, problems within the application and any integration. To avoid this issue, please utilize the below chart of approved characters for reference (Note: This list may change at any time. Should issues be encountered with an approved character, please contact Intuit for support).
| ` | ! | @ | # | $ | % | ^ | & | * | ) |
| ) | _ | + | = | - | \ | | | ] | } | [ |
| { | ‘ | “ | ; | / | ? | . | > | , | < |
Shared names
When creating customers from Thryv to QuickBooks Desktop, two customers cannot have the same first and last name.
If a customer with the same name already exists in QuickBooks Desktop, the new customer’s last name will have their phone number appended. If the customer does not have a phone number, their Thryv customer ID will be appended instead. For example, if a phone number is available, the name will appear as John Doe +1112324242. If no phone number exists, it could look something like John Doe a231wsq.
Uninstall
If you wish to uninstall Quickbooks Desktop from your account, you can do so by deleting each of the integrations by clicking in the tri-dots and then clicking on Delete in the menu.
After this, delete the integration from the web connector. To do this, open the web connector, select the app you added for the integration you just deleted, and click Remove.
After clicking the Remove button, click Yes to confirm
FAQs
Will this integration work for operating systems, PC and Mac? This integration is built only for PC users running Windows 10 with the latest service pack(s) installed. Users have successfully run the connector on older versions of Windows; however, we do not officially support this due to Microsoft's withdrawal of support for these operating systems.
This integration will not work on the MAC OS.
I am using QuickBooks Desktop - Canada. Is there anything different I need to do? Yes! Because QuickBooks Canada automatically adds provincial taxes, you will need to have all possible provincial taxes used saved in Thryv. When creating invoices, you will also need to make sure that any tax is applied to each item, and the tax amounts must match what is in QuickBooks Desktop exactly. If a tax is missing or incorrect in Thryv, it will be duplicated in QuickBooks Desktop.
How often will the app sync information? The ongoing sync from Quickbooks Desktop to Thryv will occur every 12 hours. The sync from Thryv to Quickbooks Desktop will be a few minutes. One time sync depends on when the User's web connector initiates the sync (after the User adds the file, the web connector would initiate the sync)
Which address is injected into Thryv from Quickbooks Desktop, if there is a different shipping and billing address? If the shipping address is different than the billing address, the shipping address will get priority and be the address in Thryv.
If I assign a deposit or miscellaneous payment to an invoice in Thryv, will that reflect in QuickBooks Desktop? No, it is not currently possible to associate deposits to an invoice, or apply miscellaneous payments to an invoice in the sync between Thryv and QuickBooks Desktop. If a payment is associated with an invoice in Thryv, it will have to be updated manually in QuickBooks Desktop as well.
What will sync in the app? The Quickbooks Desktop app can sync customers, invoices, and payments from Quickbooks Desktop to Thryv and vice versa from Thryv to Quickbooks Desktop.
What will sync in the initial sync? The Quickbooks Desktop app initial sync will pull all historical data from Thryv -> Quickbooks Desktop or vice versa, Quickbooks Desktop to Thryv. If you choose that sync option.
The contact or invoice didn't sync. What happened? Please check the contact's information. Customers without an email will not sync. Customers have to have an email addresss to sync. Customers with incorrect format will not sync, for example me.me.com (wrong format).
Can I use this app on multiple computers?
The QuickBooks Desktop connector is designed to work in single-user environments only, where one Windows user logs on to the computer they use to access QuickBooks. It is not designed or supported for use in multi-user or hosted environments.
Will the sync also create contacts in Thryv Command Center?
Yes, Name, Email and Phone number will sync with Thryv Command Center. Keep in mind to see any invoices or payment information you will still need to see the contacts in Business Center.
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