The first time you connect your Quickbooks Online account in Pool Brain, your customer's names, contact information and addresses will be automatically imported (created in Pool Brain).

QBO = Quickbooks Online PB = Pool Brain

How customer names and contact info will import

  • Customers in QBO will import into PB

  • The display name in QBO becomes the customer name in PB

  • First name and last name in QBO become first name and last name for the billing contact in PB (this is usually the same as display name but not always)

  • Phone number and email in QBO become phone number and email for billing contact in PB

How addresses will import

  • If customer has only one address in QBO (either shipping or billing), it will import and be marked as BILLING and PRIMARY address in PB.
    You can always change which addresses are marked as what in PB

  • If a customer has identical billing and shipping addresses in QBO, it will import as one address and marked as BILLING and PRIMARY in PB

  • If a customer has different billing and shipping addresses in QBO, they will both import into PB and the billing address in QBO will be marked as BILLING and PRIMARY in PB

How Invoices and Payments will import

PLEASE NOTE: When you connect Quickbooks Online... invoice, payment and other billing information will NOT sync with Pool Brain right away. To activate this feature, you will need to select an expense account and bank account from the drop down fields in settings.

Clicking the drop down fields after you've connected QBO will provide you with a list of all available options synced from your QBO account. You can always create or remove these accounts in QBO directly.

EXPENSE ACCOUNT option is the account in QBO you want to associate all products and services on invoices with.

BANK ACCOUNT option is the account in QBO you want to associate any refunds with

Only you or your CPA can determine the "correct" options to choose and QBO requires this association

Once the selections have been made, Pool Brain will immediately sync all existing invoices and payments into QBO and automatically sync any future invoices, payments or refunds into QBO. Existing invoices, payments and refunds in QBO will NOT import into Pool Brain. However, all future invoices, payments and refunds created directly in QBO will sync into Pool Brain and anything edited or changed in either program will always automatically sync to the other.

The following will NOT import into Pool Brain

  • Duplicate customers
    (a customer with an identical display name/customer name and identical billing address in both programs)

  • Customers without at least one address

  • Customers without a first name

  • Customers marked as "sub-customers"

  • Inactive / archived customers

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