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PayMidWare

Merchants / Guides / Connect

QuickBooks, CRM and store connections

Connect PayMidWare to the software you already use. Integrations are optional add-ons to your plan, and the Integrations page lists the ones available to your account with their price and status.

Connecting QuickBooks

Open QuickBooks from your account page and choose Connect to QuickBooks. You are taken to Intuit to sign in and approve the connection, then returned here. Once connected, these buttons are available:

  • Sync now sends and receives the latest data.
  • Sync products keeps your catalog in step with QuickBooks.
  • Import tax rates brings in your QuickBooks tax rates.
  • Disconnect removes the connection. Reconnect a different company switches to another QuickBooks company.

If you use QuickBooks Desktop rather than QuickBooks Online, use the QuickBooks Desktop page instead.

Syncing customers

On the QuickBooks page (or QuickBooks Desktop), find Import from QuickBooks and choose what you want under Customers:

  • Don't import customers. Nothing comes in on its own.
  • Bring in new and changed customers. Customers added or changed in QuickBooks come into PayMidWare. Only blank fields are filled in, nothing you already entered is overwritten, and nothing is sent back.
  • Keep customers in step both ways. An edit made in either place is copied to the other. If a customer was changed in both, the most recent edit wins, and if the two edits are too close to call, QuickBooks wins.

Press Save import settings. The import then runs by itself every 15 minutes, or straight away when you press Import now. A new connection starts with customers kept in step both ways.

For each QuickBooks customer, PayMidWare uses the customer already linked to it; otherwise the PayMidWare customer with the same email address, which it links; otherwise it creates a new one. Name, email, phone and billing address are copied, plus the website for QuickBooks Online (QuickBooks Desktop has no website field). Jobs and sub-customers are skipped, and a customer you make inactive in QuickBooks is not followed. QuickBooks Desktop limits a name to 41 characters and a phone number to 21, so longer values are shortened on their way there. A QuickBooks customer with no email can be brought in, but you cannot email invoices to them until an email is added.

The Sync customers from QuickBooks button is a one-time pass that behaves like Bring in new and changed customers: only blank fields take the QuickBooks value and nothing is sent back. When both ways is off, a customer you create or edit in PayMidWare still sends its billing address (and website, for QuickBooks Online) to QuickBooks. A blank field is never sent, so it will not wipe something typed in QuickBooks.

Products and tax rates

  • Products sync both ways. If both sides changed a product, the more recent change wins, and a tie goes to QuickBooks. A product with no match is matched by SKU, then by name, before a new one is made. Inventory items are never created in QuickBooks from PayMidWare.
  • Tax rates are pulled from QuickBooks only. Imported rates are read-only and never change your default.
  • An invoice line for a product is booked against that product's QuickBooks item. A line with no linked product is booked against the shared default item.

Tax is sent to QuickBooks as a separate Sales Tax line. If your QuickBooks company uses automated sales tax, QuickBooks may work the tax out again and the totals can differ slightly. Tell support if you see this.

Avoiding duplicate invoice emails

If customers get an invoice email from QuickBooks and from PayMidWare, they see the same invoice twice. Choose one of the two to do the emailing and switch the other off. PayMidWare cannot change QuickBooks' settings for you, so these steps are done in QuickBooks itself.

If you want PayMidWare to do the sending:

  1. QuickBooks Online: turn off automatic reminders. In QuickBooks open Settings, then Account and settings, then the Sales tab. In Reminders choose the edit (pencil) icon, switch Automatic invoice reminders off and Save.
  2. QuickBooks Desktop: turn off payment reminders. Choose Edit, then Preferences, then Payments, then Company Preferences, and answer No to sending payment reminders. Menu wording can differ a little between versions.
  3. Do not email those invoices from QuickBooks. On any recurring template in QuickBooks, untick the option to send emails automatically.
  4. Pick the right import choice. Under Import from QuickBooks, Import as Sent, don't email the customer is the safe choice: invoices come in with a pay link and nobody is emailed until you send one yourself.

What each invoice import choice does about email:

  • Import as Sent, don't email the customer. PayMidWare never emails an invoice that came from QuickBooks.
  • Import as Sent and email the customer the pay link. PayMidWare emails every new invoice that comes from QuickBooks. Use this only if you do not also email those invoices from QuickBooks.
  • Import as Sent and email the customer only when QuickBooks marks the invoice to be sent. PayMidWare emails an invoice only when QuickBooks says it is to be sent: Send later ticked in QuickBooks Online, or the to-be-emailed queue in QuickBooks Desktop. An invoice you send from QuickBooks with Save and send is emailed by QuickBooks only.
  • Informational only. The invoice is listed in PayMidWare for your records, has no pay link and nothing is emailed.

An invoice is emailed by PayMidWare at most once from an import, and only invoices created after you connected QuickBooks are ever emailed. If you would rather QuickBooks did the sending, leave the import on Import as Sent, don't email the customer and do not send those invoices from PayMidWare. Switching off QuickBooks' reminders applies to the whole QuickBooks company. Intuit can change where these settings are, so if a screen looks different, search Intuit's help for invoice reminders.

Salesforce, BigCommerce and WooCommerce

Your account page also has pages for Salesforce, BigCommerce and WooCommerce. Each one lets you connect your account and shows the connection's status and its last sync attempt. If a connection stops working, use Sync now on its page first. If it still fails, disconnect and connect again, and open a support request if the problem continues.