Connecting QuickBooks Online After Converting from Desktop
Overview
If you're transitioning from QuickBooks Desktop to QuickBooks Online (QBO), there's an important process to follow before connecting QBO to Pool Office Manager (POM). This guide walks you through each step to ensure a smooth connection without creating duplicate customer records.
Why This Matters: When POM connects to QuickBooks Online, it performs a two-way sync. If customer names don't match exactly between the two systems, new duplicate customers will be created. Taking time to verify and match your data before connecting prevents cleanup headaches later.
The Connection Process: Step by Step
Step 1: Convert QuickBooks Desktop to QuickBooks Online
Before connecting to POM, you must first convert your QuickBooks Desktop file to QuickBooks Online. This is done directly through Intuit/QuickBooks.
To convert:
1. Log into your QuickBooks Desktop
2. Go to Company → Export Company File to QuickBooks Online
3. Follow Intuit's prompts to complete the conversion
4. Verify your data imported correctly into QuickBooks Online
Note: Intuit provides detailed instructions for this conversion. If you need assistance with the Desktop to Online conversion itself, contact QuickBooks support directly.
Step 2: Export Your Customer List from QuickBooks Online
Once your QuickBooks Online account is set up with your converted data, export your customer list:
1. Log into QuickBooks Online
2. Go to Sales → Customers
3. Click the Export icon (or go to Reports → Customer Contact List)
4. Export the list as an Excel file (.xlsx) or CSV
5. Save this file - you'll send it to our team
Step 3: Send Your Customer List to Pool Office Manager Support
Email your exported QuickBooks Online customer list to our support team:
Email: support@poolofficemanager.com
Subject: QuickBooks Online Customer List - [Your Company Name]
Include:
- Your exported QBO customer list file
- Your company name
- Best contact phone number
Step 4: Receive Your Data Matching Report
Our team will cross-reference your QuickBooks Online customer list with your existing POM customer data. We compare:
- QuickBooks Online: Customer Name field
- Pool Office Manager: QuickBooks Billing Name field
You'll receive an Excel file back with tabs showing any mismatches:
- QBO Tab: Customers in QuickBooks Online that don't have an exact match in POM
- POM Tab: Customers in POM that don't have an exact match in QuickBooks Online
What the report means:
- Customers listed in these tabs will be created as NEW customers when you connect (resulting in duplicates)
- Customers NOT in this file already match and will sync correctly with no action needed
Step 5: Review and Resolve Mismatches
This is the most important step. For each customer in the mismatch report, you need to decide how to resolve it.
Common Mismatch Examples:
- "Bill Smith" in QBO vs "William Smith" in POM (nickname vs full name)
- "Johnson, Robert" vs "Robert Johnson" (last name first vs first name first)
- "ABC Pool Co." vs "ABC Pool Company" (abbreviation difference)
How to Fix Mismatches:
Option A: Edit in QuickBooks Online
1. Log into QuickBooks Online
2. Go to Sales → Customers
3. Find the customer and click to edit their name
4. Update to match exactly what's in POM
5. Save
Option B: Edit in POM
1. Log into Pool Office Manager
2. Go to Customers and find the customer
3. Click Edit
4. Update the QuickBooks Billing Name field to match exactly what's in QBO
5. Save
Important: The names must match EXACTLY - including spelling, spacing, and punctuation.
Step 6: Confirm Your Data is Ready
Once you've resolved all mismatches:
1. Review your mismatch report one final time
2. Verify corrections were saved in both systems
3. Reply to our support email confirming you're ready to connect
Step 7: Connect QuickBooks Online to POM
Now you're ready to establish the connection:
1. Log into Pool Office Manager
2. Go to Settings → Apps
3. Find QuickBooks Online and click Connect
4. Log into your QuickBooks Online account when prompted
5. Authorize POM to access your QuickBooks data
6. Once authorized, the sync will begin automatically
Understanding the Two-Way Sync
Once connected, POM and QuickBooks Online maintain a two-way sync:
What This Means:
- Customers in POM will sync TO QuickBooks Online
- Customers in QuickBooks Online will sync TO POM
- After syncing, both systems will have the same customers
- No customers are ever deleted during sync
What Gets Created:
- Any customer that exists in one system but not the other will be CREATED in the other system
- This is why matching names beforehand is critical - mismatched names appear as "new" customers
Frequently Asked Questions
Q: What if I don't fix the mismatches before connecting?
A: Unmatched customers will be created as new records in the other system. You'll end up with duplicates that you'll need to merge or delete manually later.
Q: Will any of my customers be deleted?
A: No. The sync only creates and updates records. It never deletes customers from either system.
Q: What about customers that matched - do I need to do anything?
A: No. Customers not listed in the mismatch report already match exactly and will sync automatically.
Q: How long does the data matching process take?
A: Our team typically returns your mismatch report within 1-2 business days.
Need Help?
If you have questions about the matching process or need assistance:
Email: support@poolofficemanager.com