A Tighter, Less Fiddly QuickBooks Connection
Pool Founder connects to QuickBooks Online for two-way sync, and this release makes the whole integration less fiddly. You now review your QuickBooks customer list and pick exactly who comes over before anything is created, chemical and parts pricing and inventory stay in sync in both directions, and connecting takes a single click without bouncing through a settings page first.
These changes are aimed at the messy reality of moving an existing book of business. Most QuickBooks files have inactive customers, duplicates, and records missing an email or address. The old all-or-nothing import forced you to take the whole list. Now you stay in control of every record.
Guided Customer Import You Review First
From the Customers page, choose Import from QuickBooks. Pool Founder pulls your full QuickBooks customer list into a staging area and shows it in a searchable, paginated table. You can search by name, email, or phone and filter by status before importing a single record.
Every customer is tagged so you know what will happen:
- New - not yet in Pool Founder, will be created on import
- Existing - already matched to a Pool Founder customer by email, so importing updates rather than duplicates
- Missing Info - lacks the data needed to import cleanly, and is skipped
Select individual customers with the checkboxes, use the header checkbox to select everyone importable, or use Select all new to grab just the ones you have not brought over yet. When you import, a progress view shows how many were created, updated, and skipped.
Nothing is created in Pool Founder until you press the import button. Fetching and reviewing your QuickBooks customers is completely safe, so you can pull the list, look it over, and back out without touching your data.
By default the import adds a customer's QuickBooks billing address as a service address when they have no service locations yet. If your billing addresses are not the pools you actually service, uncheck Add billing address as a service address and Pool Founder leaves service locations empty for you to set up properly.
Pricing and Inventory Sync for Chemicals and Parts
Chemicals and parts you charge for now flow to QuickBooks as items, and the sync runs both directions. When you change a sales price, purchase cost, or stock quantity in Pool Founder, the matching QuickBooks item updates. When an item changes in QuickBooks, that change comes back to Pool Founder. Editing an item no longer means keeping two systems in step by hand.
- Sync toggles let you opt chemicals and parts in or out of item sync independently
- A Track inventory option creates QuickBooks Inventory items with stock quantities, or falls back to Non-inventory items with pricing only when it is off
- Account mapping lets you point income, expense and COGS, and inventory asset activity at the right accounts on your chart of accounts, or leave any field on Auto-detect
- An items import pulls existing QuickBooks Inventory and Non-inventory items into Pool Founder as chemicals or parts, matched by name
These controls live in QuickBooks settings. If you only bill for services and do not track product costs, you can leave item sync off and nothing changes about how invoices and payments flow.
A Smoother Connect Flow
Connecting is now a single step. A Connect QuickBooks button on the Customers page starts the QuickBooks authorization directly, instead of sending you to a separate settings page first. After you approve access at Intuit, Pool Founder returns you to the page you started from rather than dropping you on the QuickBooks dashboard.
The same applies mid-import. If you start an import before connecting, a Connect QuickBooks button appears right there, and once you authorize you land back on the import screen.
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Try Pool Founder free for 30 daysFrequently Asked Questions
Does importing from QuickBooks create customers right away?
No. Pool Founder fetches your QuickBooks customers into a review table first. Nothing is created until you select the customers you want and press import, so you can pull the list, filter it, and back out without changing any data.
What syncs between Pool Founder and QuickBooks Online?
Invoices, payments, and refunds sync automatically, customer records can be imported and kept in sync, and chemicals and parts sync as QuickBooks items with pricing and, optionally, inventory. Item pricing, cost, and stock changes flow in both directions.
Can I stop a QuickBooks billing address from becoming a service address?
Yes. During import there is an option to add the billing address as a service address when a customer has no service locations. It is on by default, so uncheck it if your billing addresses are not the pools you service.
Do item edits sync both directions?
Yes. Changing a chemical or part price, cost, or stock quantity in Pool Founder updates the matching QuickBooks item, and item changes made in QuickBooks come back to Pool Founder.