This module synchronizes the clients, invoices and transaction details gathered in your WHMCS with QuickBooks database.
You can integrate the data either manually or automatically using a cron job. It is also possible to preview all the exported data thanks to the summaries available on the dashboard and logs.

We will guide you step by step through the whole installation and configuration process.

In the most recent versions of the module, you will find only one package that supports PHP 7.2 and later.

The first one that supports PHP 5.6 up to PHP 7.1, and the second one addressed to PHP 7.2 up to PHP 7.4.
Note: Keep in mind that PHP versions 5.6 up to 7.1 are no longer officially supported and their security issues are not fixed or released any more. Find more info here.

The content of the package to upload should look like this.

File is located in 'modules/addons/QuickBooks_Desktop/license_RENAME.php'. Rename it from 'license_RENAME.php' to 'license.php'.

Enter your license key between quotation marks as presented on the following screen. You can find your license key in our client area → 'My Products'.

Log in to your WHMCS admin area. Go to 'Setup' → 'Addon Modules' . Afterwards, find 'QuickBooks Desktop' and press 'Activate' button.

To do so, click on 'Configure' button, check the required group of administrators and press 'Save Changes'.

You can access your module under 'Addons' → 'QuickBooks Desktop'.

To do so, proceed to 'Addons' → 'QuickBooks Desktop' → 'Settings' → 'Accounts'.

Provide the necessary information. You can also specify when the data shall be synchronized automatically.

Proceed to 'Addons' → 'QuickBooks Desktop' → 'Settings' → 'General' and tick the ones you are interested in.

Note: To enable the synchronization between the setting fields and their equivalents in QuickBooks Desktop, the 'Default Tasks' that will automatically run the necessary actions are required.
Since the 1.1.0 module version, the 'Default Tasks' are automatically added to the 'Tasks' list after the addon activation.
If you are using previous versions, you have to manually press on the 'Default Tasks' button to add all tasks to the list.

Clients synchronization:

• Create - performed upon the client creation
• Update - takes place when the client account has been updated
• Delete - takes place when the client has been deleted

Invoices synchronization:

• Create - performed upon the invoice creation
• Update - takes place when the invoice has been updated or altered
• Delete - takes place when the invoice has been deleted
• Delete Cancelled - tick to remove the already cancelled WHMCS invoices from QuickBooks Desktop
• "Add Funds" Invoice - select this option if you want to disable the synchronization of invoices of "Add Funds" type. By default the synchronization is enabled.

Payments synchronization:

• Create - performed when the transaction has been completed
• Delete - takes place when the transaction has been deleted by an administrator

Refunds synchronization:

• Create - performed when the refund has been completed
• Delete - takes place when the refund has been deleted by an administrator

  Please note that both payments and refunds are handled together and thus are summarized on the dashboard as a single point called 'Payments'

Products synchronization:

• Create - performed upon the product creation
• Update - takes place when the product has been updated or altered
• Delete - takes place when the product has been deleted

Query synchronization:

• Invoices Query - performed before the invoice creation
• Payments Query - takes place before the payment creation

Customer Name Format synchronization:

• Using the available fields, define the client name format that will be exported to QuickBooks Desktop.
  Note that you can use conditional instructions as well. For example:

  {if $companyname}{$companyname}{else}{$firstname}, {$lastname}{/if}

  The above format will result in exporting only company names for the clients who own them, otherwise, their first and last names will be exported.
• Relations - select to synchronize the relations. If a single relation in QuickBooks has been deleted, it will be deleted in WHMCS accordingly.

Apart from choosing the required synchronization options, you have to decide which items from QuickBooks Desktop will be associated with 'Products ' and 'Domains' .
Note: Default Product will be used only when there is no relation set for the selected product in 'Relation: Product' section.
Choose other options from the dropdown menu to set up.

• Sandbox Date - by default, the date used in 'sandbox mode' is different from the actual one. Here you can change it.
• Shorten the Transaction ID - select this option to cut every transaction ID that is longer than 21 characters (the maximum length supported by QuickBooks)
• Tax Zero-Rated - used when a charged item is not taxed
• Clients Query Limit - define the number of users that shall be fetched from API at a time
• Clients Query Status - choose all, active or inactive clients to be fetched from API
• Clients Query Date - define the date from which the clients should be updated once performing the 'Clients Query' action.
• Clients Requires Printed Invoice - select Client Custom Field which will be used to mark invoices as 'Print Later' in the QuickBooks Desktop. This custom field may be either of a 'Tick Box' or a 'Drop Down' type with 'yes' and 'no' select options to be chosen by the clients
• Accounts Receivable - in case you use several different 'accounts receivable' in your QuickBooks Desktop, select one of them
• Invoice Default Class - in case you use several classes in your QuickBooks Desktop, select the class you want to use as default one
• Request Limit - Too many queries executed at once may cause the web connector to stop working. In that case you can limit the number of requests here.
• Failure Notifications - in this section you can select one administrator who will receive an email notification (in either hourly or daily intervals) about failures in the selected tasks. This is executed by cron job.
• Gateway Fee Account - define the relation between WHMCS transaction fees and QuickBooks deposit account.

Press Save Changes button.

Note: Some tasks are automatically blocked when created. However, they will be automatically unlocked at a later stage of execution.

It is possible to manually declare relations between WHMCS clients, products as well as invoices and corresponding QuickBooks Desktop elements.
This feature is especially helpful to avoid confusion and misunderstandings.
Please note that this is an extra option, which grants you the possibility to manually configure relations.

Proceed to 'Relation' → 'Clients,' you will find there a list of all clients, with their email addresses, that exist in WHMCS,
those who have not been exported to QuickBooks Desktop yet as well as those already exported.
All exported and imported clients have automatically set relations. It is possible to match clients relations using 'Match Clients' button or manually choose them from the dropdown menu in 'QuickBooks Customer' section.

Note that if all clients in QuickBooks Desktop have the same custom field with no value provided, that field will not be synchronized and displayed on the list. At least one of the clients has to have it filled in.

Proceed to 'Relation' → 'Products,' you will find there a list of all products with their type and payment standard.
In the last column, there is a dropdown menu with all QuickBooks Desktop items that can be assigned to exported products.

You can also use the 'Match Addons' button to find any matches automatically.

It is possible to assign such a WHMCS invoice to another invoice already exported to QuickBooks Desktop. Just choose such from a dropdown menu and save changes.
Transactions between the two invoices will be synchronized then.

Note: QuickBooks Desktop does not support WHMCS's level 2 taxes. Only level 1 taxes are supported.

Note that if you would like to use several currencies, 'Multicurrency' option has to be enabled in QuickBooks Desktop settings. Otherwise, the process will not be successful.

Assign QuickBooks Payment Deposits to a single currency.

The rule task checks if these items have any matching type in QuickBooks.
Press 'Add New' button to create a custom rule.
Important! Please remember that 'Custom Rules' are based on regular PHP expressions. An exemplary 'Custom Rule' is car(.*)

• Name - any friendly name of the rule
• Custom Rule → for example car(.*) which is a regular PHP expression
• Priority - the higher the number, the lower the priority, use integers only
• QuickBooks Service - select service that will be checked with the rule
  

Press 'Add' when ready.

You may edit its specification at any moment, just press the marked on the screen icon (1).
Delete (2) unused rules from the list.

Once it has been properly connected with QuickBooks Desktop and all the configuration is complete, we can move to the 'Export' section.

Read the below points to learn what data can be synchronized with QuickBooks Desktop and what are the possible means of such synchronization.

• ID
• date of creation
• client assigned to the invoice
• items on the invoice
• its status
• a total sum.

• press 'Toggle Filters' to use the filter to find invoices from a specified period of time
• perform the mass export of all checked invoices
• export individual invoices to QuickBooks.

  Use buttons marked on the screen to perform the above enumerated actions.

Note that only these transactions that could not be exported automatically during the invoice export will be visible or if the 'Payment Create' option in 'Export Synchronization' in general settings is disabled.

Then, select the products you want to be exported and press on the 'Export' button.

Once the cron is running, it executes settings included in 'Import Synchronization' table and will also send the notifications specified in the 'Failure Notifications' section.

• Default Country - the default country that will be set for the clients imported from QuickBooks to WHMCS (QuickBooks does not return the country for customers)
  
• Transaction Date - downloads transactions according to a selected criterion, for example: 'This Month' will retrieve transactions from current QuickBooks month.
  
• Invoice Synchronization Date - gets invoices according to the selected criterion, for example: 'This Month' will retrieve invoices from current QuickBooks month.
  
• Invoice Synchronization Days - if set receives invoices, e.g. from the last 5 days.
  
• Default Payment Method - the default method that will be set for importing payments from QuickBooks to WHMCS.
• Product Group - the default group for the imported product.
  
• Import Limit - if the provided limit is reached, the script execution ends.

It is recommended to run a cron job every six hours in order to synchronize the data between QuickBooks Desktop and WHMCS.
To do so, use 'php -q /var/www/whmcs/modules/addons/QuickBooksDesktop/cron/cron.php' cron with the following arguments: '--syncClients --syncInvoices --syncPayments --syncProducts'.

In order to import new clients, invoices, payments or products from QuickBooks Desktop to your WHMCS, run 'php -q /var/www/whmcs/modules/addons/QuickBooksDesktop/cron/cron.php' cron
with the following arguments: '--importClients --importInvoices --importPayments --importProducts' once a day.

If you want to synchronize clients, invoices, payments or products you can also use the following arguments: '--syncClients --syncInvoices --syncPayments --syncProducts'.

'--failureNotifications' argument is responsible for sending email notifications of failure tasks, as specified in the 'Failure Notifications' section.

The last two fail-over '--exportPayments' and '--exportInvoices' arguments check if all payments and transactions have been exported within the last 24 hours, if not, a task to re-export missing items is created.

The first one, 'Export Summary' contains data on the number of exported clients, invoices and payments.
The number includes exports performed in all possible manners.
The second table shows information about the number of performed tasks with their statuses.

Ensure successful completion of the module update by carefully following each step, thereby preventing data loss or any unforeseen issues.
Additionally, you will find a current list of supplementary actions necessary for a smooth update process there.

Opt for the Open Source version of your QuickBooks Desktop For WHMCS module to unlock these benefits.
Simply click on either the Get Source Code or Upgrade To Lifetime button found on the product's page in our client area to complete the one-step upgrade process, with a dedicated discount already applied.

Follow a comprehensive guide covering the transition process, the advantages it brings, and step-by-step instructions on what to do next after the order has been successfully finalized.

Without that the module will not work properly.

6. If you get the following error: 'Got a packet bigger than 'max_allowed_packet' bytes' you need to increase the max_allowed_packet parameter on your server.
To do this, log in to your mysql console with administrator permissions and execute the following command:

SET GLOBAL max_allowed_packet=16777216;

This command can be also performed in your phpMyAdmin if you are logged in as the root user.

You need to make sure your system locale settings (Time & Language → Region → Additional date, time, & regional settings) are the same as the ones set up in your WHMCS.

Solution: please contact the QuickBooks team support or follow the instructions in the following article.