Feature Announcement - QuickBooks Integration Update

We are excited to tell you about the improvements we have made in the W5 / QuickBooks interface. These will be available in an upcoming W5 update.

Generally, we have improved W5 to reduce or eliminate the problems that have been experienced in the past as regards transaction numbering restrictions on transaction generated within W5, tracking W5 transaction status within QuickBooks, identifying when users delete, change or disconnect W5 transaction from within QuickBooks.


  • W5 enforces QuickBooks transaction reference limitations including length restrictions.
  • W5 compensates for a longstanding QuickBooks bug that causes an error when a client payment check number exceeds a certain length/value.
  • When a W5 transaction is exported to QuickBooks, W5 will retrieve the QuickBooks copy of that transaction and store it in W5. The QuickBooks copy can be viewed from the Accounting tab in case maintenance.
  • As long as a W5 transaction has an outstanding balance, W5 will, on every export, retrieve the current QuickBooks status of that transaction
  • The QuickBooks copy of a transaction will show the following information:
    • The transaction reference in QuickBooks.
    • The date, value and type of the transaction in QuickBooks.
  • When a transaction is created in QuickBooks and applied to a transaction that was exported from W5 (i.e: you entered a deposit in QuickBooks and applied the payments to invoices that came from W5), the W5 export will retrieve that QuickBooks transaction and apply it to the appropriate transactions in W5. This means that customer payments, credits, vendor checks that are actually created in QuickBooks and applied to transactions that came over from W5, will be exported back to W5 and likewise applied to those same W5 transaction in W5.
  • Some changes to transactions in QuickBooks can cause problems when reconciling or comparing QuickBooks to W5. To help reduce the confusion that can develop from these QuickBooks changes, it is now possible for W5 to show differences and highlight deletions that occurred in QuickBooks. The following types of changes can be tracked or discovered from W5:
    • Changing the transaction reference number, date, vendor/customer or value.
    • Deleting the transaction.
    • Un-applying a transaction. Example #1: you send a vendor bill over to QB from W5. You pay the vendor bill in QB. The check transaction comes back to W5 and updates the outstanding balance of the bill in W5. Then you go back to QB and delete the check. Example #2: you send a client invoice from W5 to QB. You create a credit in W5 and apply it to the invoice and export the credit to QB. Then you go into QB and un-apply the credit from the original invoice and apply it to a different invoice (or just leave it unapplied).
  • You will now have a smoothly workable option of generating some transactions in W5 (i.e.: client invoices, credits, vendor bills, prepayment check requests) and generating other transaction in QB (i.e.: customer payments, vendor checks) such that W5 will receive the information it needs from QB to know when and how a W5 transaction has been affected in QB.

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