Before you begin

• Make sure your farmerswife server is running on 7.3.
• You need to have a farmerswife license with QuickBooks enabled.
• You need a QuickBooks Online account.
  
  

Step-by-step instructions

Step 1: Configure the Toolbox Settings

1. In farmerswife Desktop Client as an Admin with access to Server Setup, go to Toolbox > Settings > Server Setup > Enable QuickBooks Online
2. Open Toolbox > Settings > Server Setup > QuickBooks Online: this is a simple window where administrators enter the Client ID, Client Secret and OAuth2 redirect URI, toggle sandbox mode, enable API logging and control whether the invoice DocNumber is sent.
   
   
   
3. The “Send Invoice DocNumber” setting controls whether farmerswife sends the invoice document number to QuickBooks Online when an invoice is created.

   This setting is especially important when using custom transaction numbers in QuickBooks.

   • When Custom Transaction Numbers is ON, QuickBooks expects the invoice number to be provided by the user or by an external system.
   • When Custom Transaction Numbers is OFF, QuickBooks automatically generates the invoice number.

4. The “Send Invoice DocNumber” setting in farmerswife must be aligned with this QuickBooks preference to ensure invoices are created correctly.

Step 2: Add Invoice Custom fields to farmerswife

Add minimum the following fields to the Invoice Custom fields:

• QuickBooks Id
• QuickBooks Number

Step 3: Configure QuickBooks Services mapping

1. For proper mapping between farmerswife and QuickBooks, the service names and invoice item names (products/services) are defined by the "Ref" in farmerswife and QuickBooks "SKU".
2. Mismatches will trigger a validation message upon clicking "Send To QuickBooks."
3. From the invoice creator/manager: if you change the name on an invoice line, that value will appear in QuickBooks in the "Description" column, while the referenced item on the QuickBooks invoice remains the product/service (matched via SKU)
   1. Name: “Cirkus” / FW Ref: “cirkus” / QuickBooks SKU: “cirkus”
   2. Name: “fw” / FW Ref: “fw” / QuickBooks SKU: “fw”
4. In QuickBooks Online > Sales > Product & Services > Edit, add the object exact names from farmerswife.

Note: you can Export the Services from farmerswife Object Manager and use the Batch action in QuickBooks.

farmerswife Object Manager:

QuickBooks Products& Services:

Step 4: Customer mapping

1. The Customer name in QB Application must be exactly the same as the FW Client/Company
2. When sending an invoice from farmerswife to QuickBooks, the Customer data displayed on the QuickBooks invoice is retrieved directly from the QuickBooks Customer Hub.
   • This includes the following information stored in QuickBooks:
   • Company Name
   • Contact Email
   • First and Last name
   • Phone
   • Street Address
   • City, State, ZIP Code
   • Country
   • Notes
   • and other customer details stored in the QuickBooks Customer Hub
3. Go to QuickBooks Online > Customer Hub > Customers > Edit

Sending Invoices to QuickBooks Online

Working with transferred Invoices

1. Open QuickBooks Invoice

Related articles

• Setting up Invoice Custom Fields
• The Invoicing Module