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Glue Up offers seamless integration with QuickBooks Online (QBO) to streamline your financial processes. This article provides an in-depth look at how the integration works, what data is synced, and best practices for troubleshooting common issues.

 

Compatibility and Setup

Glue Up integrates with any version of QuickBooks Online that supports invoices and payments. However, it does not directly integrate with QuickBooks Desktop. If you use QuickBooks Desktop, you can still download invoice and payment data from Glue Up and manually upload it to your desktop version.

To set up the integration, you’ll need to map your invoice types, membership types, and event registrations in the Glue Up QuickBooks integration settings. This ensures that data is accurately categorized when synced between the two platforms.

 

Synchronization Process

When an invoice is created in Glue Up, it enters a queue for the next synchronization with QBO, which occurs every 10 minutes. The synchronization process is primarily one-way, with invoice creation and updates flowing from Glue Up to QBO. However, certain updates, such as changes to invoice status (open, paid, or voided) and payments applied to invoices, will sync in both directions.

During the synchronization, Glue Up assesses each invoice in the queue and pushes the relevant data to QBO. This includes:

  1. Customers/Contacts: Contacts or companies assigned to invoices in Glue Up are synced as customers in QuickBooks.
  2. Invoices: Invoices created in Glue Up are synced to QuickBooks if the invoice category is properly mapped in the integration settings.
  3. Payments: Payments made on synced invoices are updated in both systems.

 

Troubleshooting Common Sync Errors

Despite the robust integration, errors can occasionally occur during the synchronization process. Here are some common issues and their solutions:

  1. Error 6240 – Duplicate Name Exists: This happens when a contact already exists in QuickBooks as a vendor or employee. To resolve this, modify the existing contact’s name in QuickBooks by adding a prefix like “(Vendor)” to differentiate it from the customer record Glue Up will create.
  2. Error 6140 – Duplicate Invoice Number: This occurs when an invoice number already exists in QuickBooks. Change the duplicate invoice number in QuickBooks by adding a prefix like “Temp-” and let Glue Up resync the invoice. Then, void the temporary invoice in QuickBooks.
  3. Invoice/Data Mapping Errors: Ensure that invoice types, membership types, and event registrations are properly mapped in the Glue Up QuickBooks integration settings. If a specific mapping configuration is not found, Glue Up will look for broader mappings like “All Events” or “All Memberships”.
  4. Payment Sync Issues: If an invoice was manually created in QuickBooks before syncing from Glue Up, any payments applied need to be re-applied to the new Glue Up synced invoice in QuickBooks.

 

Best Practices

To ensure a smooth integration between Glue Up and QuickBooks, consider the following best practices:

  1. For chapters or subsidiaries syncing to the same QuickBooks account, use unique invoice number prefixes or starting numbers to avoid conflicts.
  2. Create smart filters or views in Glue Up and QuickBooks to easily identify sync errors and failed invoices.

 

By following these guidelines and understanding the synchronization process, you can effectively manage your financial data between Glue Up and QuickBooks Online, saving time and reducing manual data entry errors.