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Switching QuickBooks sync tools without double-booking: a checklist

· 2 min read

Changing the tool that books your web orders into QuickBooks is like changing a tire while the car is moving: orders keep coming in while you switch. The risk isn’t the new tool; it’s the overlap, when both tools could book the same order, or neither does. This checklist keeps the overlap safe.

Before you switch

  1. Pick a cut-over date at the start of a quiet day. Orders before it belong to the old tool; orders from it, to the new one.
  2. Let the old tool finish. Run it once more and make sure nothing is waiting in its queue.
  3. Write down how it books. Invoice numbers (order number, or QuickBooks’ own with the order number in P.O. No.), the customer it uses, payment accounts, fee treatment, shipping and tax items. The new tool should book the same way, so your reports don’t change shape mid-month.
  4. Carry over your pairings of products to items and customers to customers, rather than letting the new tool guess again.

During the switch

  1. Turn the old tool off before turning the new one on. Remove its row from the QuickBooks Web Connector so it can’t run by accident.
  2. Run a dry run or audit first. Compare the last few weeks of orders with QuickBooks. Every order the old tool booked should show as already there. If any shows as “would be booked”, find out why before going live.
  3. Go live from the cut-over date only. Don’t let the new tool send older orders unless you’ve checked each one isn’t already in QuickBooks.

After the switch

  1. Watch the first refunds. A refund on an order the old tool booked needs that order’s invoice. Make sure the new tool can find it, or plan to enter those refunds by hand for a few weeks.
  2. Watch the first payout. A payout can include payments from both sides of the cut-over. Its deposit must include all of them, whichever tool booked them.
  3. Keep the old tool installed but off for a month or so, in case you need to look something up.

In NemoWorks Sync

The pieces for this are built in. Product and customer pairs import from MyWorks in one step; the Audit shows every order the old tool booked as already in QuickBooks; each order is looked up before it’s booked, so the overlap can’t double-book; and Fix past payouts regroups payments another tool put straight into the bank, after you approve each payout. The steps are in Moving from MyWorks, and How it avoids booking an order twice has the exact matching rules.

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