by rssbus | February 04, 2019

Two-Way Synchronization of Items in QuickBooks and Google Sheets


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Two-Way Synchronization of Items in QuickBooks and Google Sheets

The sample project featured in this article has built-in templates for synchronizing QuickBooks Items with the tables in Google Sheets, as well as a map script that will transform the XML structure of a QuickBooks Items to a valid Spreadsheet, ready to be sent to Google Sheets and vice versa.

The project comes with a sample Google Sheet Sync Items.xlxs with the template tables for Items, Accounts and Tax Codes in it. Few fields in Items table are referenced with the Accounts table and Tax Codes table. You can customize this Google Sheet according to your needs by simply editing the column names in the tables. Upload this Google Sheet in your GDrive Account to synchronize the data from QuickBooks in it.

The ports are configured to automatically move files from one port to the next until the Items from QuickBooks are synchronized with Google Sheets or vice versa. If there is already an existing Items record in QuickBooks with a matching Item title, the application will instead update the existing Google Sheets' Item table with the new data. You can login to your Google Sheets to check for your new Items.

The map port and Google Spreadsheets port are preconfigured to operate automatically. You can schedule the application to poll QuickBooks for new records whenever you want the job to run from the QuickBooks Online port settings page, or manually process files using the Receive button from the Receive tab of the QuickBooks Online port. Similarly, you can automate the process by scheduling the application to poll Google Sheets for new records whenever you want the job to run, from the Google Spreadsheets port's Settings page, or manually process files using the Receive button from the Receive tab of the Google Spreadsheets Port.

In order to configure the example, please follow these steps:

  1. Go to the Ports tab and click the Import Settings button. In the dialog that appears, choose the file SyncItemsQuickBooksAndGoogleSheets.zip to import the project's settings and port configurations.
  2. After you have imported the sample, start by selecting the QuickBooks Online port and navigating to the Settings tab. If you have not already installed the QuickBooks Online port, the application will prompt you to install it.
  3. From Settings, to connect to your QuickBooks Online account, use Connect button. This will take you to Intuit App Center login page. Enter your account credentials and authorize Intuit to securely share your data with RSSBus Connect. After setting these credentials correctly, you will be able to see the Disconnect button signifying that your account is connected.
  4. Next, open the Google Spreadsheets Port and navigate to the Settings tab. If you have not installed the Google Spreadsheets port, the application will prompt you to install it.
  5. To connect to your Google Spreadsheets Port, click Connect to GoogleSheets button. This will take you to Google sign in page. Choose the Google account you wish to sign in from and grant the permissions to the application. After setting this credentials correctly, you will see be able to see Disconnect from GoogleSheets button signifying that your Google account is connected.
  6. To execute the sample, navigate to the Receive tab of the QuickBooks Online port. Click the Receive button to begin retrieving Item records from QuickBooks to Google Sheets.
  7. Once the data is received in Google Sheets, you can read, write, update or create the data in the Google Sheets according to your needs.
  8. Further, to synchronize these changes in the QuickBooks, navigate to the Receive tab of the Google Sheets port. Click the Receive button to begin retrieving Item records from Google Sheets to QuickBooks.
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