Two way
Both systems stay the same. Every sync runs from the leading system into the other, then back.
- You pick whether Simpro or QuickBooks Online leads
- Changes on either side travel
- Nothing bounces back and forth
CRM Connector Platform
Approved in Simpro, booked in QuickBooks Online
Simpro runs the jobs, QuickBooks Online keeps the books. Customers stay the same both ways, approved invoices arrive in QuickBooks Online by themselves, and payments recorded there come back to Simpro, part payments included.
- Official sign in for both
- Either system can lead
- 7 day free trial
Customers both ways, invoices out, payments back
- Customers
- Approved invoices
- Payments
At a glance. Customers stay the same, approved invoices arrive in QuickBooks Online and payments come back to Simpro. Below: which field matches which.
Next to Simpro's own link
Simpro's QuickBooks Online link, and what CRM Connector adds
Simpro Premium includes its own QuickBooks Online link, and it covers more of the accounting side than CRM Connector does. CRM Connector does not replace it: it keeps customers, customer invoices and payments in step on its own. Many businesses use both.
What it doesCRM ConnectorSimpro's QuickBooks Online link
When invoices moveCRM Connector:On every sync, as often as you choose, without anyone starting it.Simpro's QuickBooks Online link:When you select them in Simpro and send them, as a batch.
Customers from QuickBooks Online into SimproCRM Connector:Both ways, kept up to date on every sync.Simpro's QuickBooks Online link:Imported at the start.
Payments back into SimproCRM Connector:On every sync, part payments included.Simpro's QuickBooks Online link:When you retrieve new payments in Simpro.
Matching a customerCRM Connector:On email, then phone.Simpro's QuickBooks Online link:On the name.
Tax and accounts per lineCRM Connector:Per line, with the QuickBooks Online tax code and account you match once to each Simpro tax code and cost centre.Simpro's QuickBooks Online link:Per line, with the tax code and account of each cost centre.
Included with SimproCRM Connector:Part of a CRM Connector plan.Simpro's QuickBooks Online link:Yes, at no extra cost.
Supplier and contractor invoices, supplier credit notesCRM Connector:Not included.Simpro's QuickBooks Online link:Yes.
Inventory journals, accounting categories and business groupsCRM Connector:Not included.Simpro's QuickBooks Online link:Yes.
Finance chargesCRM Connector:Not included.Simpro's QuickBooks Online link:Yes.
Using both works: keep Simpro's link for suppliers, inventory and everything else it does, and let CRM Connector carry customers, customer invoices and payments. Every invoice CRM Connector writes to QuickBooks Online is marked as exported in Simpro, so Simpro's link skips it, and an invoice its link already exported is not sent again.
Your choice
Two way or one way
Keep both systems identical, or let one feed the other. You decide per record type.
One way
One system feeds the other. Pick Simpro or QuickBooks Online as the source; the other receives.
- Good for a migration, in either direction
- A read copy for a colleague or partner
- Switch a record type to two way later
Fine tune it:Only Simpro customers with a tag you pickEveryone, customers only or leads onlyOnly invoices from a date you pickThe Simpro payment method for payments from the booksEvery 30 minutes up to every 3 days
Record by record
What travels, and what each change does
Pick a record type and the system where a change starts. On the left, which field matches which and when it travels; on the right, what that change does on the other side.
Starts in
Fields- Given and family name, or the person at a company customerBoth waysFirst and last name
- Company nameBoth waysCompany name
- EmailBoth waysEmail
- PhoneBoth waysPhone
- Address on the customer cardBoth waysAddress
- SiteOnly in SimproNot in QuickBooks Online
- Customer tagsOnly in SimproNot in QuickBooks Online
It happens in Simpro, then in QuickBooks Online
A new customer
Looked for in QuickBooks Online on the exact email before a customer is created.
Name, email or phone changes
The same change is made to the QuickBooks Online customer on the next sync.
The address changes
The same change is made in QuickBooks Online.
A customer is archived
Not read: archived Simpro customers stay out of the sync.
- Before anything is created the other system is searched first, so nobody is created twice.
- QuickBooks Online keeps names unique, so a new customer whose name is already taken there gets their email or phone behind the name.
How a sync runs
One sync, step by step
What happens every time the integration runs, in the order it really happens. Pick which system leads and watch the records move.
Which system leads?
Connections
CRM
Step 1 of 9
Both connections are checked
Credentials for Simpro and QuickBooks Online are checked and sign in tokens refreshed automatically. If a connection was removed on either side, the integration pauses and you get one message with a reconnect button.
Conflicts
When both sides changed the same record
- For each two way record type you choose whether Simpro or QuickBooks Online leads. The leading side always runs first in a sync.
- It only matters when the same record changed in both systems between two syncs. Every other change simply travels.
- A record is never moved backwards by a sync: a paid invoice is not reopened, a decided quote is not undecided.
Between two syncs
The email of the same customer is changed in both systems
Leading system
anna@brightline.comaccounts@brightline.comTwo different values. Run the sync to see which one both systems end up with.
Good to know
What is particular to this pair
What holds for Simpro or QuickBooks Online on its own is on its own page.
- Invoices start in Simpro
- An invoice made in QuickBooks Online does not travel into Simpro, because Simpro builds invoices from jobs.
- Credit notes and supplier invoices do not travel.
FAQ
Questions about Simpro and QuickBooks Online?
Every answer below is true for the app as it runs today. If something is not covered, ask us and we will answer in plain words.
Customers, yes: they sync in both directions and you choose which system leads. Invoices go from Simpro into QuickBooks Online, and payments come back from QuickBooks Online into Simpro.
Yes. Keep Simpro's link for supplier invoices, inventory and timesheets. Every invoice CRM Connector writes to QuickBooks Online is marked as exported in Simpro, so Simpro's link skips it, and an invoice its link already exported is not sent again.
Per line. In the integration's settings you match each Simpro tax code to a QuickBooks Online tax code once; the matches are prefilled where the percentage is the same. Every line is then booked with its own tax code and account, so the tax return and the sales accounts are right. An invoice with a tax code you have not matched waits until you do. If you switch this off, the tax arrives as one line of its own and the totals still match.
The one you pick once when you set up the integration, with its deposit account. Every payment from the books lands on it, for exactly the amount newly paid.
No. Before anything is created in Simpro or QuickBooks Online, the platform looks for the same record first and updates that one instead. Records synced before stay linked.
The platform notices on the next sync, pauses the integration and sends you one message with a reconnect button. Reconnecting takes one step, and syncing picks up where it left off without creating anything twice.
From every 30 minutes up to every 3 days, depending on your plan. Every plan includes a 7 day free trial.
Ask your AI assistant
Ask ChatGPT or Claude what this pair can do
Add CRM Connector to the assistant you use and ask in your own words. It answers from the same rules the platform runs, and needs no CRM Connector account. For example: “With CRM Connector Platform, what can I sync between Simpro and QuickBooks Online?”
ChatGPT
Claude
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Ready to connect Simpro and QuickBooks Online?Start your 7 day free trial
Sign in to Simpro and QuickBooks Online, pick which one leads or sync one way, confirm what syncs, and watch the first sync run.