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Setup the integration between QuickBooks and eGrow Connect

eGrow Connect integrates with QuickBooks Desktop (On premise) financial software using Web Connector. Editions Supported: QuickBooks Pro, Premier, Enterprise 2015 or later. (US & Canada)

Note: You must install QuickBooks Web Connector before completing the following steps.

Getting Started​

  1. Launch QuickBooks and verify QuickBooks version is 2015 or later.
  2. Open the company file that you want to integrate and login using the admin account.
  3. Go to File > Update Web Services (this will only available if web connector is installed).
  4. Create the following Items in QuickBooks.
    1. EGROW SALES - This is the default item that will be used to transfer invoices and credit memos
    2. EGROW PURCHASES - This is the default item that will be used to transfer purchases orders

Configure QuickBooks settings in eGrow Connect​

  1. Login to eGrow Connect with an Admin user account.
  2. Navigate to system setup logo System Setup > Integrations > QuickBooks Desktop.
  3. Toggle the option to Enable integration with QuickBooks.
  4. Step 1: Field Mapping:
    1. Select the fields that align from the drop-down menu for Customers.
    2. Select the fields that align from the drop-down menu for Vendors (requires the Purchasing Add-on).
  5. Step 2: Generate QuickBooks Web Connector Configuration (QWC) file.
    1. Enter any username and password for your choosing – this is used to authenticate QuickBooks with eGrow Connect.
    2. Enter the QuickBooks Company File Path. (While in QuickBooks, press F2 on your keyboard to open “Production Information” window. Copy and paste the location of “company file” from the File Information field.)
    3. Click Download QWC File to generate the configuration file “egrowconnect-qb-connector.qwc.”

Configure QuickBooks Web Connector​

  1. Go to QuickBooks.
  2. Go to File > Update Web Services (to open Web Connector).
  3. Once in Web Connector, click Add an Application.
  4. Browse to the QWC file you downloaded and click Open.
  5. Click OK in the Authorize New Web Service window.
  6. Select Yes, always; allow access even if QuickBooks is not running and “Login as Admin” (or other user who has admin privileges) and click Continue.
  7. Click the Done button in the Access Confirmation window.
  8. Back in the Web Connector window (it may hide itself in the bottom right corner of the task bar). Enter the password that was used to create QWC file and then hit Enter.
  9. Click Yes when asked “Do you want to save this password?.”
  10. Check the box for “eGrow Connect QuickBooks Connector” and click Update Selected. This will initiate a sync which may take several minutes to complete, please wait until the process is complete without errors.

Configure additional settings in eGrow Connect​

  1. Return to eGrow Connect and to go system setup logo System Setup > Integrations > QuickBooks Settings.
  2. Go to Step 3: Sync and & Fetch From Dates. This step will appear after you have completed step 2.
    1. Enter the starting date from which eGrow will sync Invoices and Credit Memos created on or after.
    2. Enter the starting date from which eGrow will sync Purchase Orders and Returns created on or after (requires the Purchasing Add-on).
  3. Go to Step 4: Sync Method. IMPORTANT: When initially setting up QuickBooks integration, leave the setting as manual until you have verified all the existing customers (and vendors if using the Purchasing Add-on) in QuickBooks are correctly linked with customers in eGrow Connect.
    1. Once the initial manual sync has been done, you may choose whether to automatically sync Customers and Vendors, or manually via the update queue going forward. If syncing manually, follow the steps below to do so.
      1. From the top menu, go to sales section icon Sales then quickbooks update icon QuickBooks update.
      2. Click on the Customers to Queue tab. This shows all the active customers in eGrow Connect that will be added or updated based on description in the “Action” column. If the setting is left to Manual, you manually check off customers and Click “Add to Queue” to be added to QuickBooks. If the setting is left to “Auto”, next time Web Connector runs all the Customers in Queue Pending will be automatically queued up to be added to QuickBooks.
      3. Similarly, click on Vendors to Queue (requires the Purchasing Add-on). This shows all the active vendors in eGrow Connect that will be added or updated based on description in the “Action” column. If the setting is left to Manual, you manually check off customers and Click “Add to Queue” to be added to QuickBooks. If the setting is left to “Auto”, next time web connector runs all the Vendors in "Vendors to Queue" will be automatically queued up to be added to QuickBooks.
    2. You may also enabled an option to have eGrow update only the Bill To in QuickBooks.
  4. Return to eGrow Connect > system setup logo System Setup > Integrations > QuickBooks Settings.
  5. Go to Step 5: Other Mapping. Here you will set up additional mapping for payment terms, sales reps, sales taxes, line items and for invoices/credit memos and bills/vendor credits.
    1. Terms Field Map: For each payment term defined in eGrow, select the aligning QuickBooks terms from the drop down menu.
    2. Sales Rep Field Map: For each sales rep defined in eGrow, select the aligning QuickBooks sales rep from the drop down menu.
    3. Sales Tax Map: For each sales tax code defined in eGrow, select the aligning QuickBooks tax items and code as well as purchase expense account as needed (requires the Purchasing Add-on).
    4. Invoice/Credit Memo Settings: Here you will set various options for syncing customer invoices and credit memos.
      1. Sync Method: If "Auto" is selected, eGrow will automatically queue invoices and credit memos when they are posted which will be processed on the next web connector run. Setting to "Manual" will require a user to manually add records to the queue in the QuickBooks Update tool.
      2. Order Number Prefix: This value will be prepended to records being added to QuickBooks to avoide conflicts in case records already exist with the same number. System is coded with default prefix of "E" and if you would like something different please contact eGrow support.
      3. Custom Order #: Enable this option if you wish to insert the Custom Order # in eGrow into the Other field on QuickBooks records.
      4. Exclude Orders with 0 Total Due: Enable this option if you do not wish to sync customer invoices with zero total amount due to QuickBooks.
      5. Default Accounts Receivable: Select the account in QuickBooks from the drop down menu that you wish to set as the default accounts receivable mapping for customer invoices and credit memos.
      6. Class: Select a QuickBooks class to be used by default when syncing records. Alternatively you may use the CLICK HERE link to define specific mapping based on Sales Order Categories defined in eGrow.
      7. Invoice Template: Select the QuickBooks template from the drop down list to be applied to customer invoices.
      8. Credit Memo Template: Select the QuickBooks template from the drop down list to be applied to customer credit memos.
      9. Highlight Flag: Enter a numeric value for records in the QuickBooks Update pending queue to be highlighted if they are more than this many days past the ship date.
    5. Bill/Vendor Credit Settings: Here you will set various options for syncing vendor bills and credits (requires the Purchasing Add-on).
      1. Default Accounts Payable: Select the account in QuickBooks from the drop down menu that you wish to set as the default accounts payable mapping for vendor bills and credits.
      2. Default Class: Select a QuickBooks class to be used by default when syncing records. Alternatively you may use the CLICK HERE link to define specific mapping based on Purchase Order Categories defined in eGrow.
    6. Line Item Map: Here you will define what QuickBooks items are used by default for product not having a specific mapping defined in step 8, as well for discounts, royalties, freight and other items. You will also select the product item sorting and settings for what description is populated on QuickBooks records based on values in eGrow.
      1. Default Single Line Item: Choose the general QuickBooks item from the drop down menue for which to map product items not having a sepecific mapping defined in step 8 for customer invoices and credit memos and vendor bills and credits.
      2. Discount: Select the aligning QuickBooks account for discounts on customer invoices and credit memos and vendor bills and credits.
      3. Royalty: Select the aligning QuickBooks account for royalties on customer invoices and credit memos and vendor bills and credits.
      4. Freight: Select the aligning QuickBooks account for freight/shipping charges on customer invoices and credit memos and vendor bills and credits.
      5. Other: Select the aligning QuickBooks account for "other" line items on vendor bills and credits.
      6. Item Descriptions: Select the combination of eGrow fields to be used to populate the item descriptions on QuickBooks records for products not having specific mapping defined in step 8.
      7. Item Sort: Select the eGrow field you wish to sort line items on when syncing records to QuickBooks.
      8. Individual Product Mapping: Here for any productID defined in eGrow you can select a specific QuickBooks item to map line items to on customer invoices and credit memos and a specific QuickBooks expense account to map line items to on vendor bills and credits. ProductIDs with no selections made here will map to the default line item set in step 1.
  6. QuickBooks configuration is now complete!