Post-Connection Wizard

Overview

After connecting QuickBooks, Xero, or FreshBooks, BlueClerk automatically opens a guided wizard to help you import your existing customers and service items. This ensures your accounting data syncs properly and saves you from manually re-entering everything.

How the Wizard Works

Step 1: Import Customers

The wizard starts by fetching customers from your accounting software:

1. Review the customer list - All customers from your accounting system appear
2. AI suggests customer types - BlueClerk automatically classifies each customer as Homeowner, Business, or Builder based on their name, address, and email
3. Adjust classifications - Change any suggestions that don't look right
4. Select customers to import - New customers are auto-selected; existing matches are shown but skipped
5. Click "Import Selected" - Customers are added to BlueClerk with the correct type

Duplicate Detection: BlueClerk checks customer name, address, and email (not just email) to identify customers you already have. Duplicates are marked "Already exists" and skipped automatically.

Step 2: Import Service Items

Next, the wizard shows your service items and products:

1. Review items list - All items/services from your accounting system
2. Select items to import - New items are auto-selected; already-linked items are shown but skipped
3. Click "Import Selected" - Items are added to BlueClerk and linked to your accounting system

Auto-Linking: Items that already exist in BlueClerk are automatically linked to their accounting counterparts.

Step 3: Done!

The wizard shows you what was imported:

• How many customers were added
• How many items were imported
• Confirmation that auto-sync is enabled

Click "Finish" and you're ready to go. Invoices will now sync automatically to your accounting software.

Skipping the Wizard

You can skip customer or item import if you prefer to handle it manually later. Just click "Skip" on any step. You can always import customers and items later from Settings > Integrations.

After Import

Once the wizard completes:

• Auto-sync is enabled - New invoices sync automatically to your accounting software
• Payment sync is active - When invoices are marked paid in BlueClerk, the payment status updates in your accounting system
• Customers are linked - Any imported customers are connected to their accounting records
• Items are mapped - Service items on invoices will sync with the correct accounting items

Tips

• Let AI classify customers - The AI is pretty good at detecting homeowners vs. businesses based on name patterns
• Review builder suggestions - Construction companies are classified as "Builder" type automatically
• Import items you actually use - You don't have to import every item from your accounting system, just the ones you regularly bill for
• You can re-import later - If you skip the wizard, go to Settings > Integrations > Import Data anytime

Questions

Q: What happens to customers I don't import? A: They stay in your accounting software but won't be in BlueClerk. You can import them later or add them manually.

Q: Can I import more customers later? A: Yes. Go to Settings > Integrations > Import Customers anytime.

Q: What if I already have some customers in BlueClerk? A: BlueClerk's duplicate detection will identify them and skip re-importing. Existing customers will be linked to their accounting records automatically.

Q: Do I need to import items? A: No, but it's recommended. Importing items ensures your invoice line items sync correctly to your accounting software with the right tax rates and accounts.

---

ACTION: UPDATE FILENAME: invoicing/accounting-integrations.md CONTENT:

title: "Accounting Integrations" category: "Invoicing" description: "Sync invoices, customers, and items with QuickBooks, Xero, or FreshBooks"

Overview

BlueClerk integrates with QuickBooks, Xero, and FreshBooks to keep your books in sync automatically. Connect your accounting software once, then invoices, customers, payments, and items sync automatically - no double entry required.

Supported Integrations

• QuickBooks Online
• Xero
• FreshBooks

Connecting Your Accounting Software

Initial Setup

1. Go to Settings > Integrations
2. Click "Connect" next to your accounting software (QuickBooks, Xero, or FreshBooks)
3. Authorize the connection - You'll be redirected to your accounting software to grant access
4. Complete the post-connection wizard - Import customers and items (see below)
5. Enable auto-sync - Turn on automatic invoice and payment syncing

Post-Connection Wizard

After connecting, BlueClerk automatically opens a guided wizard to import your data:

Step 1: Import Customers

• Review customers from your accounting system
• AI suggests whether each is a Homeowner, Business, or Builder
• Adjust classifications as needed
• Import selected customers (duplicates are auto-detected and skipped)

Step 2: Import Service Items

• Review service items and products from your accounting system
• Select items to import
• Already-mapped items are automatically linked

Step 3: Done!

• See summary of what was imported
• Auto-sync is enabled for invoices and payments

You can skip the wizard and import data manually later from Settings > Integrations > Import Data.

What Syncs Automatically

Invoices

When you create an invoice in BlueClerk:

• Invoice is pushed to your accounting software automatically
• Customer is created if they don't exist in accounting
• Line items sync with correct tax rates and accounts
• Invoice status updates when paid

Payments

When an invoice is marked paid in BlueClerk:

• Payment status syncs to your accounting software
• Payment date is recorded in accounting
• Invoice is marked paid in accounting

Customers

• Auto-created on first invoice - If a customer doesn't exist in your accounting software, they're created automatically when you sync their first invoice
• Import from accounting - Use the wizard or manual import to pull existing customers into BlueClerk
• Duplicate detection - BlueClerk checks name, address, and email to avoid duplicates

Service Items

• Line items sync - Invoice line items reference your accounting items
• Tax rates preserved - Tax settings from your accounting software are maintained
• Import from accounting - Pull your service catalog into BlueClerk to keep everything aligned

Managing Your Integration

Sync Settings

Go to Settings > Integrations to control:

• Auto-sync invoices - Automatically push new invoices to accounting
• Auto-sync payments - Automatically update payment status in accounting
• Sync customers - Create customers in accounting as needed
• Sync items - Keep service items in sync

Manual Sync

To manually sync an invoice:

1. Open the invoice
2. Click "Sync to [Accounting Software]"
3. Confirm and the invoice syncs immediately

Import More Data

To import additional customers or items after initial setup:

1. Go to Settings > Integrations
2. Click "Import Customers" or "Import Items"
3. Select what to import
4. Click "Import Selected"

Sync Failure Notifications

If a sync fails (network error, invalid data, etc.):

• You're notified via a bell icon notification in BlueClerk
• Notification shows what failed and why
• Click "Resync" to try again
• Admins only receive sync failure notifications

Disconnecting

To disconnect your accounting integration:

1. Go to Settings > Integrations
2. Click "Disconnect" next to your connected provider
3. Confirm disconnection
4. Previously synced data remains in your accounting software, but new invoices won't sync

Enhanced Duplicate Detection

BlueClerk's customer import uses AI-powered duplicate detection that checks:

• **