How-To Copy new customer data manually to QuickBooks

There are occasions where you can't wait for your QB integration to add a customer to QuickBooks, but if you do it correctly you're inadvertently creating problems when it does run (anything on that new customer won't be linked to Chronicle, and a duplicate customer will be created). We have method for manually adding a new customer that lets Chronicle see what you've done and prevents from being added a second time when the QB integration runs. It's easy, prevents errors, and lets you do whatever is needed in QuickBooks. Residential and commercial customers are added differently. It is a two step process for each:

Step-by-step guide

Manually adding a Residential Customer to QuickBooks

Step 1: Copy the customer name from Chronicle and paste it into QuickBooks

• Find the customer's job you added on the job tab and select it. In the ribbon bar above, select "Tools" and "copy Quickbooks customer name to clipboard". 
• Go to Quickbooks and on the toolbar, select "Customers" at top of screen. Just under the toolbar and on the left select "New Customer &  Job"  then select "New Customer". On the next screen there will be a box in the upper left that says "Customer Name". Right click the mouse in the box and paste: It will look like this:
        Reynolds, Debbie-197 
• You'll then need to add the address info. You can copy and paste from Chronicle, but most folks find it quicker to type it in directly. Click ok, save it, and that customer is added to QuickBooks.

2: Copy the job info from Chronicle and paste it into QuickBooksCopy:

• Go back to Chronicle and while still on the same highlighted job, on the toolbar above, select "Tools" and now "copy Quickbooks customer job to clipboard".
• Go to QuickBooks and right click on the customer's name; select "add job", then right click and paste. It will look like this:
         134 - Job - 
  Confirm it's for the customer you just added by looking just below on the "address info" tab of the add job screen. You can add a job description here if you'd like. Click ok.

You have just added a new customer to QuickBooks with a link to Chronicle and avoided some messy manual cleanup. As a reminder, add invoices to the job, NOT the customer. 

In the QuickBooks customer/jobs list it should look like this:

Reynolds, Debbie-197
      134 - Job - Job description if you've added it

When your QB integration runs, the job in Chronicle will see the customer and job in QuickBooks and will pull any financial info without any further intervention.

Manually adding a Commercial Customer to QuickBooks

Step 1: Typing in the commercial customer’s name and name ID into QuickBooks

• In Chronicle, open the commercial customer’s organization file (not the job file).
• Click anywhere on the organization screen to select it. Then hit ctrl+F10 and the org=id with show up in red at the top of the screen. It will say “OrgID=(----)”.  
• Go to Quickbooks and on the toolbar, select "Customers" at top of screen. Just under the toolbar and on the left select "New Customer & Job” then select "New Customer". On the next screen there will be a box in the upper left that says "Customer Name". Type in the customer’s name exactly as it is in Chronicle. Then add a space, hyphen, space and the name ID#.  It should look like this:
        24 Hour Fitness - 122
• You'll then need to add the address/contact info that you may need.  Save it, and that customer is added to QuickBooks in such a way that when the bridge is in place the two programs will be able to connect the two. 

Step 2: Copy the job info from Chronicle and paste it into QuickBooks:

• Go back to Chronicle to the jobs tab and do a search for a job for this commercial customer. Highlight that job but do not open the job file. On the toolbar above, select "Tools" and then select "copy Quickbooks customer job to clipboard".
• Go to QuickBooks and right click on the customer's name; select "add job". Paste what you just copied to the name of the job. It will look like this:
         134 - Job -
• Confirm it's for the customer you just added by looking at the "address info" tab of the add job screen. Save.

You have just added a new customer to QuickBooks with a link to Chronicle and avoided some messy manual cleanup when the bridge is finally in place. As a reminder, add invoices to the job, NOT the customer. 

In the QuickBooks commercial customer/jobs list it should look like this:

      24 Hour Fitness - 122
           134 - Job – (additional information can be added to this job name field if you wish)

When your QB integration runs, the job in Chronicle will see the customer and job in QuickBooks and will pull any financial info without any further intervention.