Last month, one of our clients asked us if we could connect the WooCommerce/WordPress webpage we built with their inventory management system, then connect this with their accounting software. It was quite the journey but as of today, it’s all connected and works! Below are some learning points I’d like to share for anyone who needs to integrate their company systems.
The All-Mighty Quickbooks
Quickbooks has been the de-facto industry standard for years; and their recent move/push to Quickbooks online I believe is going to help continue this dominance. This software, if you haven’t heard of it, is a way for small businesses to keep track of invoices and expenses, then easily and quickly create reports and see how the company is doing. They’ve been making desktop versions of their software since the early 2000s and are pushing hard for many clients to move online. The online version is a lot more simple than the familiar Quickbooks setting, but still has many of the same features and since it is “in the cloud,” there is the opportunity for it to be better connected to other cloud services. Many of them can be seen here.
Officially, Quickbooks has built-in migrations for Quickbooks Pro 2016 and newer. If you are using an older version, you can download the newest version here for a 30 day trial to do your migration. I strongly recommend making a backup of your Quickbooks file at this point as migrating to a newer version of Quickbooks permanently updates your company file, and it cannot be moved back to the old platform.
Pro tip – migrating can only be done by the master admin of the database file. If you don’t know the password, you can reset simply by saying “I forgot password” then “I forgot my password reset answers” in older versions of Quickbooks. This worked for us in Quickbooks Pro 2013.
What we had to do
Our clients’ parent company is outside of the US and their domestic operations were looking for a way to simplify part of their reporting process. They use Quickbooks for their accounting, Inflow for their inventory management, and use WooCommerce for Ecommerce on their webpage. The first step was to identify if any integrations had already been developed; thankfully both had already been developed by Inflow. Installing the WooCommerce integration was fast, and this started working immediately. The integration with Quickbooks had some technical questions and challenges but also was fairly straight forward to install. Once all was connected, we needed to get all the historical company Quickbooks data online. This was our biggest challenge.
After spending a few hours in research, everything mentioned needing to migrate the file to Quickbooks 2018 trial was in order to send it online. We tried this without success – then we found that updating our 2013 version installed a cloud migration utility. We went through the step by step process, which took a few minutes, then waited for an email that arrived about 20 minutes later. All our data had migrated!
Pro tip: Updating your older Quickbooks desktop may install a cloud migration utility – this is a massive time savings.
Call in the integrations experts!
If you run inventory software and it’s not connected with your Ecommerce and accounting apps, you should consider an integration to save your business time and resources. Even seemingly simple integrations can take many hours that you could instead be developing and running your business. Consider us for your integration needs!