Quickbooks Desktop Sync

While Tailwind offers many administrative and accounting tools, it is not fully-fledged accounting software. To help businesses that require a more powerful accounting solution, Tailwind offers integration with QuickBooks Desktop.

Getting Started — What is a Chart of Accounts?

A Chart of Accounts is a table that lists all the accounts you will be using to run your business – and a key reference point when it comes to setting up Tailwind to sync with your QuickBooks Desktop file. Bank Accounts and AR/AP accounts in QuickBooks will need to have corresponding Accounts in Tailwind, and Income and Expense items in QuickBooks will link with corresponding Revenue and Expense items from Tailwind.

This help article assumes that you have already set up your accounts in QuickBooks. If this is your first-time using accounting software like QuickBooks, we have provided a suggested Chart of Accounts, linked at the bottom of this article. This default CoA provides a standard, baseline set-up for organizing your business accounts.

Downloading the Third-Party Tool

For our QuickBooks Desktop Import, we’re working with a Third-Party vendor that has an established record of importing and exporting data into QuickBooks. 

You’ll need to navigate to the following website to download the tool on the machine that you’ll be syncing data from Tailwind into QuickBooks.  

https://www.zed-systems.com/axis-buy.html

We recommend that you purchase the Software License Only with the Import module only.

Upon purchase you will receive an email which includes your license key and instructions on how to register your activation code.  

Please note that they do offer a full 30 day trial which you can use to ensure that it works for you.

Setup and Configuration

Once you’ve installed the application there are a few steps that you’ll need to do prior to importing transactions from Tailwind into QuickBooks. 

  1. Download the import mapping templates from here: QBImportTemplates.zip
  2. Open your Quickbooks Company file.
  3. Open the Zed Axis application
  4. Connect to your Quickbooks Desktop Company file by selecting the QuickBooks Desktop radio button, and then clicking the connect button to the right.
  5. Click on the Import Tab to the right of Connection
  6. From the select mapping dropdown field, select <Import Mapping>.  Select the Invoices.xml file from the templates downloaded in step 1
  7. Repeat for the other transactions that you’re going to want to import into Quickbooks.

Note: At this time only vendor related bills will import into QB.

Downloading Export files from Tailwind

In order to retrieve the export files from Tailwind you’ll need to navigate to the Tools -> Quickbooks Desktop from the main navigation bar.

From here you’ll be able to choose the date in which you want transactions to be included from, and after clicking “Okay” you’ll receive a download of each of the transactions available to import.

Customer Related
Invoices
Credits
Invoice Payments

Vendor Related
Bills
Vendor Credits
Bill Payments

Note: The records for customers and vendors will be linked off the legal names.  The utility will automatically create any records that don’t exist and can update address and contact details if you wish. 

Importing Transactions

After downloading the transactions above the following steps will outline how to import your transactions into QB.

  1. If you’re not already there, click on the import tab of the Zed Axis program
  2. Click on “Browse” and select the file for the transaction type that you want to import, for this example we’ll use Invoices.
  3. Next, you’ll want to select the Invoice Mapping
  4. If you’d like to have the address and contacts updated, you can check off the option found in the import options
  5. We recommend that you set the “if transaction exists” to skip, this will prevent duplicate information.
  6. In the bottom right hand corner, you then have the option to select Import. The utility will then go through a validation process and if all is successful will show that the status has been set to “Imported”
  7. Repeat for all other transaction types you want to import.