Customers and QuickBooks Integration
When you use QuickBooks Online and DPS, you enter customer records in QuickBooks Online or DPS.
QuickBooks Online has "customers." The equivalent in DPS is "client-type firms."
Add New Customers
Add new customers in these locations:
- QuickBooks Online in .
- DPS in
. In the Summary pane of the Firms hub, select
Client in the
Firm Type field.
For more information about adding firms in DPS, see Add a Firm.
- DPS in for qualified contacts (leads). Select Client as the firm type. See more information in the "DPS Lead Qualification Feature" section below.
When updating occurs between DPS and QuickBooks Online, the following occur:
- New QuickBooks Online customers are added as client-type firms in the DPS Firms hub.
- New DPS client-type firms are added as customers in QuickBooks Online.
Firm Types in the DPS Firms Hub
When you add a firm in DPS, you must select a firm type. You can select Client, Competitor, or Government Agency in the Firm Type field. You must select Client if you want the firm added as a customer in QuickBooks Online. Firms with a competitor or government agency type are not added to QuickBooks Online. If you leave the Firm Type field blank, the firm is not added to QuickBooks Online.
DPS Lead Qualification Feature
If you have the DPS CRM Plus module and the lead qualification feature enabled (in DPS ), the DPS Contacts hub includes additional features that allow you to manage the entry and qualification of contacts (leads) during the sales process.
From the Contacts hub, you can add a new client-type firm for a contact when you change a contact's status to qualified. When you select Qualified in the Qualified Status field in the Summary pane of the Contacts hub for a contact, the Qualify Contact dialog box displays. On this dialog box, select Create New Firm. For more information, see Create a New Firm Record When Qualifying a Contact.
Client-type firms that you add in the Contacts hub when you qualify a contact are added to QuickBooks Online when updating occurs between the two products. You can select Competitor or Government Agency as the firm type for a firm. However, firms with those types do not get added to QuickBooks Online.
For more information about the lead qualification feature see Qualifying Contacts.
Make Changes to Shared Fields
In DPS, the fields in the Firms hub that are shared with QuickBooks Online are read-only. You must make changes to these shared fields in QuickBooks Online. The changes are updated in DPS the next time that updating occurs between QuickBooks Online and DPS.
Changing the Firm Type for a Firm
When you change the firm type in the Firm Type field after a firm has been saved:
- If the original firm type was not client and you change it to client, the firm is added as a customer in QuickBooks Online.
- If the original firm type was client and you change it to something else, no changes occur in QuickBooks Online; the matching customer remains in QuickBooks Online.
Delete Customers
In QuickBooks Online you cannot delete a customer, but you can make it inactive. When you make a customer inactive, the status of the matching firm in the DPS Firms hub is changed to inactive when the updating occurs between the two products.
When you delete a client-type firm in DPS, the status of the matching customer in QuickBooks Online is changed to inactive.
Contacts
The contact name that you add for a customer in QuickBooks Online is added to the Contacts tab in the Firms hub. It is also added as a separate contact record in the DPS Contacts hub. For more information, see Contacts and QuickBooks Integration.
Shared Fields Between QuickBooks Online Customers and DPS Client-Type Firms
The following table identifies the equivalent customer and client-type firm fields that are shared between DPS and QuickBooks Online:
| QuickBooks Online Field in | DPS Field in |
|---|---|
| Company | Firm Name at the top of the Firms form |
| Status (This field does not display in the user interface, but you can make the customer inactive by clicking Make inactive in the Customer screen.) | Status in the Summary pane |
| Website | Website in the Summary pane |
| Email for the first customer contact entered in the Contacts grid on the Contacts tab | |
| Title | Title for the first customer contact entered for the Contacts grid on the Contacts tab |
| First name, Middle name, Last name, and Suffix | Name for the first customer contact entered for the Contacts grid on the Contacts tab. |
| Phone | Work Phone for the first customer contact entered for the Contacts grid on the Contacts tab |
| Mobile | Mobile Phone for the first customer contact entered for the Contacts grid on the Contacts tab |
| Fax | Fax in the Addresses grid on the Overview tab |
| Billing ID | |
| Billing Address fields in the Billing Address section on the Address tab | The address entered in the grid in the Addresses section on the Overview tab that has the Billing check box selected. |
| Shipping ID | |
| Shipping Address fields in the Shipping Address section on the Address tab | |
| Notes |
Memo |