QuickBooks Initial Sync

Overview

When you run your Initial Sync, Kudurru Stone connects to your QuickBooks Online company and imports your existing data so you're ready to work right away. This is a one-time process that pulls five categories of data, in order. Nothing is deleted from QuickBooks — this is a read-only import.

What Gets Imported

1. Clients

Kudurru Stone imports all of your top-level QuickBooks Customers as Clients.

What comes over:

• Client name
• Billing address (street, city, state, zip)
• Primary contact name (first and last)
• Phone number
• Mobile number
• Email address

What to expect:

• If a client with the same name already exists in Kudurru Stone, it will be updated with the QuickBooks ID and address information.
• If the client is new, it will be created along with its primary contact.
• Clients with no name in QuickBooks will be skipped.

2. Projects

Kudurru Stone imports all active QuickBooks Sub-Customers (Level 1) as Projects, linked to their parent Client.

What comes over:

• Project number and project name (parsed from the QuickBooks Display Name)
• Project address (street, city, state, zip)
• Link to the parent Client

What to expect:

• Projects are matched to their parent Client, which must have already been imported in Step 1.
• If a project with the same project number already exists, it will be updated.
• Inactive sub-customers in QuickBooks are not imported.
• Projects missing a valid parent Client in QuickBooks will be skipped.

3. Employees

Kudurru Stone imports all QuickBooks Employees for use in time tracking and field assignments.

What comes over:

• Employee full name
• QuickBooks Employee ID

What to expect:

• Employees are matched by name. If an employee already exists in Kudurru Stone, they will not be duplicated.
• New employees are added to your roster.

4. Service Items

Kudurru Stone imports all QuickBooks Service-type Items for use in billing and work orders.

What comes over:

• Item name / description
• QuickBooks Item ID

What to expect:

• Only items of type Service are imported — products, inventory, and other item types are not included.
• Existing items are not duplicated; new items are added.

5. Tax Codes

Kudurru Stone imports all active QuickBooks Tax Codes so that invoices created in Kudurru Stone can use the correct tax rates.

What comes over:

• Tax code name
• QuickBooks Tax Code ID

What to expect:

• Only active tax codes are imported.
• Existing tax codes are not duplicated; new ones are added.

Import Order & Dependencies

The sync runs in a specific order because some records depend on others:

Projects that cannot be matched to a parent Client will be skipped.

Note: The Initial Sync is designed to be run once when setting up your integration. Ongoing changes in QuickBooks (new customers, updated invoices, etc.) will not be synced.