QuickBooks Integration in DreamzCMMS

DreamzCMMS QuickBooks Integration syncs key finance data between DreamzCMMS and QuickBooks Online.

• Setup: Settings → System Configuration → QuickBooks (enter Client ID/Secret/Realm ID, add Redirect URL, choose Sandbox/Production, Test Connection).

• One-way sync (QuickBooks → DreamzCMMS): Chart of Accounts, Tax (sync these first).

• Two-way sync: Customers, Items, Vendors (changes in either system sync).

• Transactions:

  • Sales invoices: DreamzCMMS → QuickBooks

  • Payments: QuickBooks → DreamzCMMS (manual or auto scheduler)

  • Purchase invoices/bills: DreamzCMMS → QuickBooks

  • Expenses: DreamzCMMS → QuickBooks (as journal entries)

Benefit: reduces double entry and keeps operations + finance aligned.

Here is a reference video:

Instruction Manual Steps

A) Prerequisites

1. In QuickBooks Online, keep ready:

   • Client ID

   • Client Secret

   • Realm ID (Company ID)

2. Ensure you can add a Redirect URL in your QuickBooks app settings.

B) Enable & Configure QuickBooks in DreamzCMMS

1. Login to DreamzCMMS (Admin).

2. Go to Settings.

3. Open Configuration → System Configuration.

4. Go to QuickBooks Settings.

5. Set QuickBooks Enabled = Yes.

6. Enter:

   • Client ID

   • Client Secret

   • Realm ID / Company ID

7. Copy the Redirect URL shown in DreamzCMMS.

8. Paste the same Redirect URL into your QuickBooks App configuration.

9. Select Environment:

   • Sandbox (for demo/testing), or

   • Production (for live use)

10. Confirm the Base URL auto-populates.

11. Click Test Connection.

12. If successful, proceed to the Sync Master Data page.

C) Sync Master Data (must follow this order)

Important: Sync COA and Tax first.

1. On the QuickBooks Sync page, click Sync for Chart of Accounts (COA).

2. Confirm the prompt → wait for completion.

3. Click View to verify accounts imported.

4. Click Sync for Tax.

5. Confirm → wait for completion.

6. Click View to verify tax rates imported.

D) Sync Two-Way Masters (Customers, Items, Vendors)

1) Customers (Two-way)

1. Click Sync Customers to pull customers from QuickBooks.

2. Click View → confirm QuickBooks Status = Yes and QB ID appears.

3. (Optional test) Create or edit a customer in DreamzCMMS → verify it syncs to QuickBooks.

2) Items / Inventory (Two-way)

1. Click Sync Items.

2. Go to Inventory → Inventory List (or click View) to confirm QB status + ID.

3. When creating a new item in DreamzCMMS, select:

   • Income Account

   • Expense Account

   • Asset Account

4. Save → confirm QuickBooks ID is generated after sync.

3) Vendors (Two-way)

1. Click Sync Vendors.

2. Click View to open Business List.

3. Add/edit a vendor in DreamzCMMS → confirm QuickBooks status becomes Yes with QB ID.

E) Sales Invoice Sync (DreamzCMMS → QuickBooks)

1. Go to App & Service → Invoice.

2. Click New Invoice.

3. Select:

   • A Customer synced with QuickBooks

   • Items synced with QuickBooks

4. Save the invoice.

5. In invoice list, verify QuickBooks Sync Status = Yes and QB ID is shown.

F) Payment Sync (QuickBooks → DreamzCMMS)

1. In QuickBooks, open the invoice and Record Payment (partial or full).

2. In DreamzCMMS, go to the QuickBooks Sync page.

3. Click Sync (payment/status update).

4. Go back to Invoice List and refresh:

   • Verify Paid Amount and Balance updated.

5. (Optional) Check Payment Log for payment details.

Note: Payment sync can also run automatically via scheduler (every ~30 minutes).

G) Purchase Invoice / Bill Sync (DreamzCMMS → QuickBooks)

1. Go to Purchasing → Purchase Invoice.

2. Click New Invoice.

3. Select a Vendor synced with QuickBooks.

4. Add Items and received quantity.

5. Save.

6. Verify QuickBooks Sync Status = Yes and QB ID.

7. In QuickBooks, confirm the Bill appears.

H) Expense Sync (DreamzCMMS → QuickBooks as Journal Entry)

1. Create an Expense from:

   • Expense navigator, or

   • Against an Invoice / Work Order / Job

2. Select vendor/business, date, amount → Save.

3. In Expense list, verify QuickBooks Status = Yes with QB ID.

4. In QuickBooks, confirm it appears in Journal/Journal Report.

5. Ensure Debit/Credit accounts are configured in QuickBooks settings (used for journal posting).