What to do after connecting QuickBooks to an existing Onsight account?

If you have connected QuickBooks to your existing Onsight account that already contains all your product and customer information, then follow these next steps to review the changes to your Onsight account.

Review your products

We matched your QuickBooks products to your Onsight products based on the name. We then updated the Onsight info with the info that we found in QuickBooks.

If we could not find a matching Onsight product we created a new Onsight product and we placed it into a new product category called ‘Imported from QuickBooks’. You should mark this product category as inactive so that it does not display in the Onsight app. Then move all the products that you find there to the correct product category that you want them to belong to.

From now on we will copy several product data fields from QuickBooks. Any changes you make to these fields in Onsight will be lost when we copy data from QuickBooks. Therefore, you should no longer change any of these fields in Onsight:

  • Product name
  • Product description
  • Cost price
  • Price
  • Taxable
  • Applied taxes
  • Stock on hand
  • SKU
  • Product code
  • Active

All other product information can be maintained in Onsight as normal.

Remove old products which could not be matched

If there are any products in your Onsight account which could not be matched with a product from QuickBooks, then you need to remove those products from your product catalogue. If you keep them in the catalogue and they are added to an order/quote then the order/quote will fail to sync to QuickBooks since QuickBooks will not know about the product.

To check whether a product was matched or not:

  • Log in to the Onsight admin console at https://web.onsightapp.com.
  • Click on ‘Catalogue’ from the left-hand side menu.
  • Click on the ‘Manage Products’ menu item.
  • Click on the product.
  • Look for the field called ‘External key’.

If the product has no value filled in for the ‘External key’ field then it means that the product was not matched to any product in QuickBooks. You should de-activate that product in Onsight so that it is not shown in your catalogue and so that it cannot be added to an order/quote.

Remove duplicate customers

If you have previously reconciled your Onsight customers and QuickBooks customers to make sure that their names are identical, there is nothing to do. All customers will be matched up via their names and the two systems will have identical customer lists. If you have not done this reconciliation, then for each unmatched customer: the QuickBooks customer would have been copied to Onsight as a new customer and the Onsight customer would have been copied to QuickBooks as a new customer. You might then have duplicates in both systems. Please do not delete any duplicate customers in Onsight. Go to QuickBooks and delete the duplicates there. Your changes will automatically appear in Onsight in a few minutes.

Create a test order or test quote

You can now create orders and quotes in Onsight which will sync to QuickBooks within a few minutes. Please go ahead and test this and let us know if you encounter any problems.

Further customisation

We offer many further customisation options for your integration between Onsight and QuickBooks. Please see this list of available QuickBooks customisations for more details.

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