Sync contacts between QuickBooks and Outlook

[Product User]

We are using Outlook and QuickBooks (have similar customers in both systems) and would like to synchronize all three data sets with each other using RangerMSP.

What is the best way to approach this? Is it better to start syncing with QuickBooks or with the Exchange Contacts first?



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[Support Team]

When working with both QuickBooks Link and the Outlook Sync, you need to somehow create the link between customer records which exist in both systems, since QuickBooks and Outlook do know how to link between similar records. It does not matter where you sync the customers from first, you should "teach" the other system "who is who" in order to avoid duplicates.

In case you have all your customers in QuickBooks and also in Outlook, I believe you may find it easier to first synchronize your Accounts in RangerMSP with Outlook. Then, upon demand, link the relevant Account with QuickBooks, only when you actually need to create an Invoice for this Account. Basically, you have two ways for creating the link between RangerMSP Accounts and QuickBooks customers:

1. By clicking the QB icon in the tool bar when the Account is selected, and selecting the "Link Account to QuickBooks Customer/Job/Vendor Record" option. This will allow you to select the customer in QuickBooks and create the link between them. This way, the system will know to which customer to open the Invoice for when you create the Invoice fromRangerMSP.

2. A more convenient way is when you create an Invoice for the first time, if the RangerMSP Account is not linked to any QuickBooks customer yet, the system will ask you to create the link on-the-fly, and will remember this for the next time. This way you do not need to link all the Accounts to the QuickBooks customers in advance, but rather on the first time you need to use it.

Doron