sync to quick books desktop

Thank you for the additional info Nick.

When you refer to "associated invoice IDs (what we call quote-qbid)" not being duplicated in QBD by the sync, are you saying that I should modify all of my existing QBD invoices (405) to the new invoice number that IO is assigning to them to avoid duplication?

Casey - Can you elaborate on the fact that you wouldn't import anything? You wouldn't move any Rent Master current year invoices to IO? So IO and RM would not be in sync? If this is the case, is there a way of entering the old RentMaster data in IO so that it does not sync? We have many future dated invoices throughout 2025. Appreciate your thoughts/comments/suggestions.

Do you need Rentmaster to be in sync with IO? Once you get everything moved to IO, you shouldn't need Rentmaster for anything other than to look back at past events.

Yes, you can enter the old Rentmaster events in IO without it syncing to QB. That is done by setting your QB sync date to 1/1/25, or whatever date you choose. It won't sync anything prior to that date.

I know it seems daunting to renter every lead for this year into IO manually, but there are a few advantages: 1) You have complete control of the data. You won't have anything sync to the wrong field, and your customer profiles and venues will be complete and accurate. 2) You will get a crash course on how to quickly enter and edit leads. You will eliminate the long learning curve that many people go through. 3) If you import your invoices from Rentmaster into IO, there will definitely be missing, incomplete, or incorrect data. Maybe it's only a single field that is messed up, but that will force you to go into every lead and make a change. You can avoid that by manually entering everything from the beginning.

One more thing. I don't know if this can be done differently today, but my Rentmaster leads that were imported into IO look like this. It took the total price of the lead and divided it evenly among each item. There were many other problems as well.

My major concern is IO syncing to QBD. QBD has invoices throughout 2025 already from RM. Some have payments on them already.

The invoices in QBD are dated through 12/2025 (over 400 of them with a future date). If I use a sync date of 12/31/2025, would that stop new invoices from coming over to QBD in the future? Or is that 12/31/2025 date a one time sync date. IE my initial sync date is 12/31/2025 - no data moves from IO to QBD.

Tomorrow's IO->QBD sync brings over a new invoice that might be dated 5/15/25??

Does that make sense?

That's a good question. I don't know the answer. It's great that you are asking these questions before importing and syncing because you can make a mess of things very quickly. I would still lean toward syncing everything in 2025, and deleting the current invoices in QB that came from Rentmaster. However, if you can add the ID number to each of those existing invoices, as Nick suggested, that might be a great solution. I like his suggestion that you make a backup of your QB file, try the sync to see what happens, then make a decision on which route you want to take.

Chad Burkholder is the top IO guru. He is a user, like us, not an IO employee. I asked for his thoughts on this and he agrees that you should transfer everything manually from Rentmaster to IO. Importing is going to create a lot more work for you. 400 leads will go quickly once you get going. Do you know that there are two different layout options for IO leads? If you haven't seen it yet, switch to the "Concise view". It will be a lot quicker for entering these orders. It is in your worker profile if you use the Worker Module, General Preferences if not.

Thanks Casey. We aren't syncing from RM to IO (entering manually). My concern is what dumps in to QBD from IO.

Cool. Then I think you should make a backup of your QB file, choose a sync date, and see what happens. If you don't like it, delete that QB file and try again with a different sync date.

When you manually enter your leads into IO, including payments, then you sync to QB, you will have accurate invoices in QB going forward. The only part I can't wrap my head around without seeing it is what happens with the deposits. You will have a long list of payments to deposit in QB, but those have all been deposited already and matched up with your bank deposits. I can't quite figure out what to do with that. Do you delete the old deposits and do it all again? (that wouldn't take long) Do you delete the new deposits? I'm not sure what the answer is without having that situation in front of me.

The deposits are a major concern of mine. We have quite a few payments that would be impacted.

Here's a possibility for the deposit situation. Manually copy a lead from Rentmaster to IO. When you enter the payment that was made previously in Rentmaster, instead of copying all the payment details, just enter the amount, type of payment, and in the reference field type "Rentmaster". When the payments marked "Rentmaster" are synced to QB, delete those payments. If you have changed the invoice number in QB to match IO, any future payments will sync, so your QB invoices will be accurate.

Thank you Casey. We can't be the first people that have these concerns. Wish there was some hard and fast information we could get our hands on. Fortunately and unfortunately, I believe we will be a larger customer of IO, so maybe we will help lay the tracks for new users.

Happy to help. Have you joined the IO Users group on Facebook? That is the best place to crowdsource these issues. From what I have seen, most people who try QB sync do not take the time to understand what is going to happen, and they don't plan it out like you are. Many end up complaining that IO's QB sync made a mess of their books and they simply stop using it. They end up spending a lot of time and/or money on accounting. QB sync works great. It is a huge time saver. Once you get through these initial hurdles, it will be smooth sailing. I don't spend any time on accounting, and my books are ready for my tax guy to file taxes at the end of the year. We're probably on the larger end as well. What is your website? We operate two brands https://portlandpartyworks.com/ and https://wildbills.com/

I will check out that FB group - thank you. I want to be on the positive side of the IO->QBD sync group. This is our web site Record-A-Hit | Event & Party Rental Attractions & Equipment Appreciate the positive comments and suggestions.

For some reason, I've been on your site before. I don't know what would have brought me there. Maybe the LED dance floor? We have the same floor, but your page is a lot better than mine!

we have a lot of cool stuff ;)