sync to quick books desktop

Hello Susan,

We will ask our developers what guidance or solutions they might be able to provide, and we will give you an update here as soon as possible. Thanks!

Thank you

Just to be sure we understand. you want to move your QBD (not from IO) to QBO and start syncing your IO account with the QBO account, but don’t want duplicates of the QBD leads?

We are using QBD only.

QBD already has events invoiced throughout the upcoming year.

We don’t want to duplicate what is already in QBD (which may be marked as paid).

Here is what we have learned:

The system is designed to avoid duplicating confirmed events. If the events in your QuickBooks Desktop already have associated invoice IDs (what we call quote_qbid), the integration should recognize them and not create duplicates in IO.

Our approach:

1. Proceed with the initial sync.
2. The system should recognize your existing, invoiced events in QuickBooks Desktop and avoid duplicating them in IO.
3. Any new orders created directly in IO after the sync will then flow into QuickBooks Desktop.
4. For payments made on the pre-existing QuickBooks events, these would need to be entered manually in QuickBooks Desktop, as the initial sync focuses on bringing over the order data. Subsequent payments made in IO on new orders should sync to QuickBooks.

Let me know if this makes sense, or if you have more questions!

I think we’re getting there.

What makes an event have an associated invoice ID?  (marked in yellow below)  The invoice numbers in QBD were generated/integrated from RentMaster (our old rental software) and will be different than what has been created in  IO.  Not sure the system will recognize them as the same.

            We have started creating new events in IO for all events taking place in 2025 so that we have good sales figures and history for the full year.

I’m not worried about QBD updating IO.  I believe the sync will go from IO to QBD.  Am I understanding your statement below (blue) correctly? 

I believe that it will create duplicates if you didn’t use the lead ID as the reference in QBD. At that point you can delete your entries and use ours...of course you would want to update amounts paid. Or you can delete our entries and use the others and handle them manually. We suggest making a backup of your file, trying the integration to see if you like it, and if not, turn it off and use the backup.

I was going to suggest the same thing as Nick. Get all of your leads and payments transferred from RentMaster to IO, let IO sync to QB, delete the old invoices from QB after confirming that the new ones are correct. The rest of the year will much more smoothly that way.

Congrats, Susan, on the switch to IO! I hope it's going well. We switched from RentMaster to IO in 2016. Our customer profiles and event records were a mess for a long time. I would do it much differently if I made the switch today. I wouldn't import anything. I would manually enter everything from the current year and skip the historical records.