More Control Over Your Data
These changes are designed to reduce the complexity of automatic background updates, giving you greater flexibility and clearer control over how your systems share information.
Why the Change?
Previously, the QuickBooks integration relied on automatic, two-way syncing for Customers, Vendors, and Items. While the intent was to keep systems mirrored, it could lead to some non-optimal outcomes.
Downsides of Automatic Two-Way Syncing
Pulling Unrelated Data into Digit: If you use QuickBooks for multiple branches of your business (some of which don't use Digit) or have years of old accounts or retired SKUs, a two-way sync can litter your Digit workspace with accounts and items you don’t need.
Pushing Unnecessary Data to QuickBooks: Similarly, your QuickBooks account might end up with a bunch of subassembly items that will never be on a Bill or Invoice.
Simultaneous Edit Conflicts: When two people edit the same record in both systems at the same time, an automatic sync risks a data collision. Without manual control, you risk a critical update in Digit being overwritten by an accidental change in QuickBooks or vice versa.
Unintended Downstream Updates: For businesses with multiple integrations connected to their QuickBooks account (ie linked to both Digit and Bill.com) with automatic two-way sync, a simple change to a record in Digit might trigger an unintended change in Bill.com that your accountant didn't expect.
By moving to an on-demand and as-needed syncing model, now you have more control over when and which data to sync. This keeps each system focused on its primary role: Digit for your inventory and operational workflows and QuickBooks for your financial accounting.
⭐️ Best Practice: Treating QuickBooks as your 'Financial Source of Truth' and Digit as your 'Operational Source of Truth' prevents data silos and keeps your accounting clean.
What’s Changed?
1. QuickBooks to Digit: On-Demand Only
When connecting a new integration, you are no longer required to import all customers, vendors, or items upfront. You can now set up Digit independently and choose exactly when (or if) you want to bring in historical data from QuickBooks.
You can manually trigger imports for specific data sets at any time:
Open Integration Settings.
Navigate to Import & Sync.
Enable the toggle for Customers, Vendors, or Items.
Click “Start Import” to pull in new records from QuickBooks on demand.
2. Digit to QuickBooks: As-Needed Only
Digit now creates and updates records in QuickBooks only when a transaction requires them.
Customers: When you send an invoice to QuickBooks, Digit checks for a matching customer. If no match exists, Digit creates the customer record automatically.
Vendors: When sending a bill, Digit will link to an existing vendor or create a new one if necessary.
Items: This same "link or create" logic now applies to line items on both invoices and bills.
3. Removal of Automatic Two-Way Sync
Digit will no longer push or pull changes to and from QuickBooks if core data (account or item names, addresses, SKUs) is edited in either system. Digit will not update from QuickBooks edits unless you manually sync them. QuickBooks will not update unless required for a bill or invoice to sync correctly.
At this time, manually pushing data from Digit to QuickBooks is not supported. You can always download your Digit data and then bulk import directly into QuickBooks.
What's the Same?
Transaction Sync: Invoices and bills continue to stay in sync between both systems.
Deleting an invoice or bill in QuickBooks will still unlink it from Digit, allowing you to make further changes to a Sales Order or Purchase Order before re-issuing the invoice or bill.
Account Mapping: During initial setup, you will still get to set which accounts your Bills and Invoices will map to in QuickBooks.
Our goal is that these changes will improve your Digit integration experience and improve the reliability of your data in both systems.
All relevant Learning Center articles will be updated soon with full details about how the integration will work moving forward. For any questions in the meantime, please let us know at [email protected].