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NORDVEST

Integrations

NORDVEST can connect to accounting systems to pull customer and inventory information into your company. An invoice-capable connection can also create an invoice from an approved NORDVEST Service Report pricing preview. QuickBooks Online is the first invoice-capable driver. Customer and item records remain pull-only and are never changed in QuickBooks.

Open Settings -> Integrations to manage connections. Admin access is required.

QuickBooks Online

Connect a QuickBooks Online company with Intuit's secure authorization screen. Each NORDVEST company can connect more than one QuickBooks company, and each connection is synced and matched separately.

What gets pulled

Customers: display name, company name, email, phone, hierarchy, active status, and the QuickBooks customer ID.

Items: name, fully qualified name, SKU, product/service type, active status, quantity on hand, purchase cost, and sales price. QuickBooks Online does not expose the same on-order quantities as QuickBooks Desktop, so those fields are not populated by this connection.

Nothing is pulled automatically when the connection is first authorized. Use Pull Customers and Pull Items on the connection card whenever you want to refresh the data. Each pull runs in the background and the card updates while it is running.

Connect a company

  1. Go to Settings -> Integrations -> Connect QuickBooks Online.
  2. Select Connect to QuickBooks.
  3. Sign in to Intuit, select the QuickBooks company, and approve access.
  4. Back in NORDVEST, use Pull Customers and Pull Items.
  5. Review Match Customers and Match Parts for records that were not linked automatically.

NORDVEST securely stores the tenant-specific Intuit tokens and refreshes them when needed, including a nightly refresh so a connection does not lapse during a quiet stretch.

You can also start from the QuickBooks App Store tile or from Intuit's own connect link. Those arrive at a shared NORDVEST address that asks which company you are, then sends you to your own NORDVEST site to sign in.

Reconnect required

QuickBooks sometimes rejects a saved authorization. That happens when someone removes NORDVEST from inside QuickBooks, when access is revoked there, or after a long stretch with no syncing at all.

When it does, the QuickBooks Online settings page shows a Reconnect prompt, and pulls and invoice export stop until you use it. Your NORDVEST records are untouched, and Service Reports that were already invoiced keep their invoice reference. Select Reconnect QuickBooks and approve access again to carry on.

Match customers

After a customer pull, NORDVEST stages the QuickBooks records and tries to match them to existing customers. Review suggestions in Match Customers before applying uncertain matches.

If the QuickBooks customer does not exist in NORDVEST, select Create from QuickBooks. Choose an unmatched record and select Create & link, or select Create & link all to import every unmatched QuickBooks customer. The bulk option includes records outside the current search. NORDVEST creates each customer, copies its company name, primary phone/email, and billing address when available, and links the two records immediately. You can edit the new NORDVEST customers afterward without changing QuickBooks.

Once linked, the customer page shows the QuickBooks customer ID as a read-only account number. It is not copied into or managed as a separate billing field.

Match inventory items

After an item pull, NORDVEST first tries an exact SKU/part-number match and then considers item names. Review remaining suggestions in Match Parts.

For a QuickBooks product that is not already in the NORDVEST catalog, select Create from QuickBooks, find the item, and select Create & link. Select Create & link all to import every unmatched product, including products outside the current search. Inventory and Non-inventory products can become NORDVEST catalog parts. QuickBooks Service items do not become parts; they remain available as billing items in Settings -> Billing. Each new part receives the QuickBooks name, SKU/part number, cost, and sales price when available. It is linked immediately, but later edits to the NORDVEST part are never pushed back to QuickBooks.

Confirmed links let the Parts catalog and Parts Forecast use the pulled QuickBooks stock data.

Create an invoice from a Service Report

Invoice export starts disabled on every connection. An Admin must enable Invoice export on the QuickBooks Online connection card. If several invoice-enabled accounting connections exist, the Service Report asks which destination to use.

First open Settings -> Billing. For every invoice-enabled connection, map Standard labor, Standard travel time, and Standard mileage to accounting items. Service, Inventory, and Non-inventory items are supported. These mappings belong to the connection, so QuickBooks Online, Odoo, or another future invoice driver can use different item IDs for the same NORDVEST billing code.

Add higher-priority routing rules when the standard item is not enough. A rule can select another accounting item by charge type, technician, Service Agreement versus ad-hoc Service Request work, weekday versus weekend, and business-hours versus after-hours classification. A time entry is classified from its start time. This supports patterns such as one hourly SKU per technician, a different Agreement labor SKU, and separate after-hours or weekend SKUs without creating fake NORDVEST parts.

On a draft Service Report, select Create invoice. NORDVEST evaluates the published rules, verifies that its customer and every invoiced catalog part are linked to the selected company, and shows the resulting charges before export. There are no item selectors in the invoice dialog; the published Billing mappings determine them.

NORDVEST determines the item, quantity, rounding, mileage basis, and bill/zero/omit treatment. The selected accounting item remains the rate source. Use Pull Items before creating an invoice when accounting prices have changed, because the immutable preview uses the latest pulled sales price. Warranty inventory is shown at $0 by default and still references its QuickBooks item; No Charge work is omitted by default. The preview and its policy version are frozen when approved.

NORDVEST sends one invoice; it does not email the invoice or record a payment. When QuickBooks confirms it, the Service Report becomes permanently read-only so its quantities cannot drift from the accounting record.

If the connection is interrupted before confirmation, select Retry invoice. The retry uses the same Intuit request ID and cannot create a duplicate. This is a synchronous request and does not require a queue worker.

Disconnect or reconnect

Disconnect revokes Intuit access, removes the stored token secrets, and stops future pulls and invoice creation. Previously pulled records and links remain in NORDVEST so they can be reviewed or reused after reconnecting. Previously invoiced Service Reports stay read-only and retain their invoice reference.

A disconnected company can be authorized again from the QuickBooks Online page. Use Delete pulled data only when you also want to remove that connection's staged customers, inventory, match candidates, and links. NORDVEST customer and part records are not deleted.

QuickBooks Desktop

Connect QuickBooks Desktop Enterprise through QuickBooks Web Connector (QBWC). QBWC initiates each sync and sends QuickBooks data to NORDVEST in a chained session.

What gets synced

  • Customers and their QuickBooks list IDs
  • Inventory item names, part numbers, and full names
  • Quantity on hand, on order, and on sales order
  • Average cost and sales price

Sync runs daily by default through QuickBooks Web Connector. You can adjust the schedule or trigger Update Selected in Web Connector at any time.

Set up a connection

Requirements:

  • QuickBooks Desktop Enterprise running on a Windows machine
  • QuickBooks Web Connector on that machine
  • Admin access in NORDVEST

Steps:

  1. Go to Settings -> Integrations -> Connect QuickBooks Desktop.
  2. Give the connection a name.
  3. Download the .qwc file.
  4. In QuickBooks Web Connector, select Add an application and choose the .qwc file.
  5. Enter the password generated by NORDVEST.
  6. Select Update Selected for the first sync, or wait for the QBWC schedule.

Each QuickBooks company file needs its own connection, .qwc file, and credentials.

Mapping and connection management

Desktop and Online connections use the same customer and inventory matching screens. Exact part numbers are considered first, followed by normalized identifiers and names. Confirmed links drive stock information in the Parts catalog and Parts Forecast.

Disable stops Desktop sync while retaining pulled data. Rotate Password creates a new QBWC password that must also be entered in Web Connector. Delete removes the disabled connection's staged data, links, and match candidates without deleting NORDVEST customers or parts.

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