Podcast WSW - Using Spreadsheet Sync to Bulk Edit QuickBooks Online
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[00:00:00] [00:00:30]
[00:00:38] Introduction and Casual Banter
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[00:00:38] Dan DeLong: Welcome to another Workshop Wednesday brought to you by schoolbookkeeping. com where it's casual conversations for serious workflows. And here we are with, where's my name? How are people going to know who I am? What happened there? I don't know. I don't
[00:00:54] Rachel Dauchy: see my name popping up either. Yeah. What,
[00:00:59] Dan DeLong: [00:01:00] what happened?
I'm Dan DeLong.
[00:01:06] Rachel Dauchy: And I'm Rachel Douchy.
[00:01:10] Dan DeLong: I don't know what happened there. Okay. So now I'm all What did you
[00:01:12] Rachel Dauchy: do? It must be all your fault. And
[00:01:13] Dan DeLong: you didn't go into do not disturb cause I heard the ding.
[00:01:16] Rachel Dauchy: Oh, shoot. I'm gonna do that right now. I did put my name in. It prompted me to type it in.
Yeah,
[00:01:21] Dan DeLong: mine did too. I, there's technology updates. So, we've been, we've been on a, [00:01:30] sabbatical hiatus for a couple of weeks. And, Yeah, and
[00:01:34] Rachel Dauchy: you have something new.
[00:01:37] Dan DeLong: Besides a
[00:01:40] Rachel Dauchy: serious goatee for serious workflows.
[00:01:43] Dan DeLong: That's right. That's right. It probably won't last long because it's getting annoying, but, it was, a nice try.
so yeah, maybe that's the, that's, the topic that we should have in the chat. Should Dan keep the stage? [00:02:00] I already know your vote. No, forget.
[00:02:08] Announcements and Updates
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[00:02:08] Dan DeLong: but we have a couple announcements that we want to share and then we'll, jump in today's topic, which is all about, making mass edits in QuickBooks online with Spreadsheet Sync.
[00:02:20] Rachel Dauchy: I love every topic.
[00:02:24] Dan DeLong: Now, if we could make mass edits with spreadsheet sync and PayPal, man, you [00:02:30] would just be over the moon. Jamie, says, keep it. So
[00:02:38] Rachel Dauchy: vote
[00:02:38] Dan DeLong: for one vote against. So a couple of announcements.
[00:02:43] QuickBooks Online and School of Bookkeeping Bundle
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[00:02:43] Dan DeLong: there's been some changes with, with the QuickBooks solution provider program and, those types of things.
And, so we wanted to talk a little bit about, addressing some of those, changes. And, we had a soft [00:03:00] launch, with this, program, we're trying to test it out with school of bookkeeping. but what we're trying to do is we're trying to bundle, QuickBooks online subscriptions with.
School of bookkeeping, right? So it's like a companion to your QuickBooks online. and one of the things about Simple Start is, that's getting, I don't know, the redheaded stepchild treatment with, we're not quite sure. sometimes you go to QuickBooks [00:03:30] website and you'll see Simple Start's not even there.
They're doing like, AB testing, to see, maybe. Essentials might be the baseline, version, a version of QuickBooks online. and there's some reasons, For simple start, for, a company that's very simple as the name, as an equalizer, or they're starting right. Those two [00:04:00] words could send, could essentially make it, necessary, but there's some things that go along with that, especially in the, Accountants, right?
If you're creating a simple start company for your client, there's only one user. If you log in first, that, that can pose a bit of a challenge when it comes to making your client or granting your client access. To simple start, so we have, we have an option here at School of Bookkeeping [00:04:30] where you can bundle, QuickBooks Online with School of Bookkeeping, like a two for one, type of thing, because we all like bogos, don't we?
so we have, where is it? So there's a QR code here for two for one. It will take you to our website where you can see how you can bundle a QuickBooks online subscription with your school bookkeeping. So you get that two for one, basically you're saying sick, [00:05:00] paying the same price that you would through QuickBooks, directly.
but you are actually getting the Online tutorials and the, services that, that a school of bookkeeping can offer as, part of that. Now, if you're an accounting professional and you want to do this for your clients, you can sign up as an affiliate of school of bookkeeping and earn a commission for life, for active subscription.
So that's another way of, including your, revenue stream, [00:05:30] or increasing your revenue stream. as a, as an accountant, accounting professional, it's not just simple start. It's also advanced, right? So if you have a client with, with advanced, you can bundle in the elite membership of, school of bookkeeping, get the QuickAnswers and you and your team love QuickAnswer right? Rachel,
[00:05:52] Rachel Dauchy: I've learned so much from QuickAnswers that I don't need to use it anymore. One thing I was going to say though, is simple start is [00:06:00] actually really great. Sometimes people don't need all the bells and whistles. and a lot of times, like for our clients, we're doing a lot of stuff outside of QuickBooks and simple start is perfect.
So we do stuff outside of QuickBooks, dump it right in. And It's great. We have several clients that are in that situation.
[00:06:20] Dan DeLong: And then this is a little bit different than the, like the wholesale billing or the pro advisor preferred pricing, I think is now what they're [00:06:30] calling it. where, where you typically have to have it under your, You know under your QBOA and you're the accountant, by doing it this way We're just managing the billing and we're not even a user in inside of your QuickBooks
[00:06:47] Rachel Dauchy: Yeah, because I
think you said if say for instance, we're affiliated to the QSP It doesn't simple start doesn't count, right?
[00:06:55] Dan DeLong: Yeah. Yeah.
[00:06:56] Rachel Dauchy: So this would be a way to get [00:07:00] some kickback for that
[00:07:01] Dan DeLong: Exactly. Yeah, they've removed. any kind of Referral or bounty out of the QuickBooks solution provider channel. So this is a way to do both, right? and, there's no additional cost to your, to you or your client because it's just the same bundled price, right?
So we just do it that way. So that's, that's that. And.
[00:07:25] Spreadsheet Sync Overview
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[00:07:25] Dan DeLong: If you wanted to, I'm going to put the QR code in the upper right if you [00:07:30] wanted to set up a free trial for, school bookkeeping, because what we're going to be talking about today is, is in our course catalog, of, the QuickBooks Online advanced module that we have, where we have a sub module of, Spreadsheet Sync, we've tried to curate all of the resources that are out there, for Spreadsheet Sync.
And put them in one place, but if you want to be able to see said [00:08:00] module, you need to be a member of school bookkeeping in order to do that. So you can. Check it out. do a trial if you want and, and we'll have all the, all these resources here that we're gonna be talking about today. I'm gonna share my screen here real quick.
Here we go. Yeah. So here's our module of, of spreadsheet sync already there in the QuickBooks online advanced module. And it's got all the things that, [00:08:30] we want to do as far as, Getting started, how to, any kind of, FAQs or troubleshooting. It's all right there. So you don't have to go scouring the internet.
We've done it for you.
[00:08:45] Using Spreadsheet Sync for Inventory Management
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[00:08:45] Dan DeLong: and we've talked about Spreadsheet Sync before and they're in our workshop, listings, you can go in and check out those, those, workshops as well, but we can't, a couple of quick [00:09:00] answers came in and we wanted to talk about, a unique. Use case, for Spreadsheet Sync.
And that's, one of the advantages I think of Spreadsheet Sync is that not only does it allow you to, to modify transactions in bulk, it also allows you to modify list elements. so we had a couple people come in and say, Hey, it's the end of the year, my, [00:09:30] the CPA said they're tracking inventory and they don't need to be.
so we've got all of these inventory items and we want to turn them into non inventory items, so that we can, bring up sales, but not count, not account for them as inventory. We're just gonna. We're just going to manage these processes outside of this whole thing. So how do I change all of my [00:10:00] inventory items into non inventory items?
that's a painstaking process because the way inventory is running inside of QuickBooks, you can't just turn an item into a non inventory part, right? So it's, it's one of those thou shalt not do. It's the 11th. The 11th commandment, you, can, it's a one way ticket to inventory.
You can turn something into an inventory item, but you can't [00:10:30] turn it back.
[00:10:31] Rachel Dauchy: And also I'm on, okay, nevermind. I was, just going to say, sometimes I also question, like when CPAs tell people they don't need to be, they don't need to have inventory on in QBO because they are trying to help them simplify.
But sometimes I question that, but that's okay.
[00:10:46] Dan DeLong: All right, so I've already established and created a connection. This is my. Excel here.
[00:10:58] Rachel Dauchy: wait a second. I got to put on my glasses. [00:11:00] I can't see anything.
[00:11:01] Dan DeLong: Oh, I've got the magnet. I can zoom in here. I can't zoom in on this side, but here we go.
[00:11:08] Rachel Dauchy: Oh, and I just made my screen bigger too.
okay, I can see now.
[00:11:12] Dan DeLong: Yeah, full screen for today is probably what we'll need here. So it's a sidebar of what I've already connected, prior to this. If you want to If you have questions on connecting, you can see those topics in, our, course library. Just really
[00:11:27] Rachel Dauchy: quick though, one quick question on connecting.
[00:11:30] does it only work for Excel or Google Sheets too?
[00:11:33] Dan DeLong: they are connecting to Google Sheets. I haven't played around with that, but I did hear that's a, that's an update. lately with, they'll be able to have this at task pain or, something of a connection with Google sheets as well. But you can only connect it from an advanced company.
[00:11:54] Rachel Dauchy: Yes.
[00:11:55] Dan DeLong: and once it's connected, if you have account, if you're an accountant with clients with [00:12:00] multiple, other flavors, you can use it for reporting purposes. On non advanced clients, but you do need to, launch it and, initially connect it from an advanced company, first, but you can't do this, create or edit records, which is what we're going to be talking about here today.
[00:12:23] Rachel Dauchy: All right.
[00:12:23] Dan DeLong: So these are the things, these are the lists that you're able to, transactions [00:12:30] and lists that you're able to, to modify, right? So invoices and bills, journal entries. Purchase and sales receipts, which I wish they would keep the terminology consistent, but purchase is expenses.
[00:12:46] Rachel Dauchy: Bills, yeah.
[00:12:48] Dan DeLong: Not bills, because bills are up here.
[00:12:50] Rachel Dauchy: Oh, sorry. I'm blind. I can't see anything.
[00:12:53] Dan DeLong: Alright. Vendors and customers. your chart of accounts, inventory items, [00:13:00] which we'll, jump, into. But even though it says inventory items, that's all your items. So, your products and services list. So if you have services, if you have,
[00:13:10] Rachel Dauchy: Yeah, you're right.
They're not consistent with the terminology. That's really. Weird.
[00:13:15] Dan DeLong: Time activities, classes.
[00:13:17] Rachel Dauchy: I have to get
[00:13:19] Dan DeLong: my glasses. There
[00:13:20] Rachel Dauchy: you go. I'm
[00:13:22] Dan DeLong: struggling. Struggle is real for Rachel. but classes and departments. And the departments is locations. [00:13:30] it's just another terminology difference between the two. So locations and class tracking.
Estimates, employees, and purchase orders. So all of those lists and transactions can be modified, or just brought in. So that's one option of either, syncing information that's already in QuickBooks, or maybe if you have it already in Excel somewhere else and you want to bring in those transactions, you can do that here.
So we're [00:14:00] going to take a look at, inventory and this is where you can have this. You have this choice of, do I want to add new records to QuickBooks or edit records and sync back? So we're just going to talk about this, use case, right? Of, I want to change all of my inventory items to non inventory items.
first, but, or, but the caveat to all of that is I want to use the same item name. So rather than, [00:14:30] creating a whole slew of new items that are different names, which would be a disruption to the workflows that are already set up of, Hey, if I want to bring up, create an invoice or a sales receipt or a bill, I usually have this item number that I look things up, I want to use the same item name or number to do that.
So I'm going to hit get template. And what it's doing is it's going out into my QuickBooks. And grabbing my item list, right? [00:15:00] So tiny, sorry.
[00:15:01] Rachel Dauchy: All
[00:15:07] Dan DeLong: right. So this is the item list that's in my QuickBooks. So if I go over here, this is
[00:15:14] Rachel Dauchy: I'm saying candy bars, nuts, and T shirts. Yeah, this
[00:15:17] Dan DeLong: was, this was I don't know how these items got in here.
This was when I worked it into it. I think I imported, an item list into this, yeah. [00:15:30]
but yeah, there's a three musketeers, King size, candy bar, beach mint gum, and a misspelled. Paper, peppermint. This is pepper, peppermint, strawberry. We won't talk about my spelling. We'll talk about, right? So here is all of the, fields that you have to work with, right?
So this type, and again, terminology difference. So we've got [00:16:00] in this dropdown, we've got, if I click on it, stock, non stock and service items. so there's your inventory, Non inventory and service based item. Is
[00:16:13] Rachel Dauchy: this not going to confuse you QuickBooks users and business owners? I can't even understand why they would call this stock non stock.
I would get confused.
[00:16:27] Dan DeLong: it's, yes, it is [00:16:30] certainly a challenge.
[00:16:31] Rachel Dauchy: And is code skew?
[00:16:34] Dan DeLong: What's that? Is code skew? Yes. Oh my gosh. Nope. let's see here. What do we got? That's just stock. And
[00:16:41] Rachel Dauchy: yeah, that
[00:16:43] Dan DeLong: would be the, that would be the skew number. So let's
[00:16:46] Rachel Dauchy: see if I got anything in
[00:16:47] Dan DeLong: here. The nice part about, this coming into, to Excel is you have the functionalities of Excel, right?
So every column
[00:16:55] Rachel Dauchy: is going to have
[00:16:56] Dan DeLong: a filter, right? So yes. So there is some [00:17:00] numbers in there. So if I remove the blanks and apply that now, I only have all the items here that have. But
[00:17:09] Rachel Dauchy: to me, this is like they got like some engineering team from Australia to do it and they're using their terminology. Yes.
[00:17:19] Dan DeLong: And
that's, the history of, Spreadsheet Sync is that they did acquire a company that had that. And, they were not from the U. S. [00:17:30] they had some U. S., non U. S. I was going to say, it looks very, it
[00:17:35] Rachel Dauchy: looks foreign. Not that there's anything wrong with that. I'm just, you get what I'm saying.
[00:17:40] Dan DeLong: Exactly. so let's use this use case of, hey, we're going to, we're going to change, we're going to, first we're going to change the names.
[00:17:50] Rachel Dauchy: Oh, they have Beotchment. That's
[00:17:52] Dan DeLong: right. Watermelon. I'm
[00:17:55] Rachel Dauchy: sorry. We have
[00:17:57] Dan DeLong: a watermelon.
[00:17:58] Rachel Dauchy: Yeah, and a sweet mint. I'm [00:18:00] glad you've got sweet mint.
[00:18:03] Dan DeLong: Not talk about this.
But this is how you could clean this up too.
[00:18:08] Rachel Dauchy: Yeah, I'm sorry. Okay, I'm good.
[00:18:10] Dan DeLong: Alright, so first thing we want to do is we want to get all of the names of the inventory items out of the way. easiest way to do that is by adding a 1 to the name. Of the item. So first we're going to do is filter our item list here for just the inventory [00:18:30] items because we don't want to deal with anything that's not a non inventory item.
So all of our everything here says stock. So at least now that we know stock means inventory, we have, I guess I should just use Excel. There is 229 items here that we're working with.
[00:18:51] Rachel Dauchy: Okay.
[00:18:52] Dan DeLong: So the first thing I'm going to do is copy the name column, and I'm going to create a new sheet. So [00:19:00] there's a sheet already here, and I'm just going to paste that name column in here.
[00:19:05] Adding a Suffix to Names
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[00:19:05] Dan DeLong: Get rid of this guy, and get rid of this guy. I'm just going to call this, let's make the column wide enough. And we'll call this new name.
And the easiest way to add a 1 is just do this, and use the ampersand.[00:19:30]
Alright, so now it's taken that name, and just added a 1 at the end of it. Copy this down. There we go, all of those. Names are now added and appended with a one. Now, great. Control Shift Down. Alright, I've selected them all, I'll copy this, go back to my template, [00:20:00] and let's make this wide enough so we can see the magic.
Oh, darn it. Undo. You gotta paste values.
[00:20:11] Rachel Dauchy: Values, yep.
[00:20:13] Dan DeLong: There you go. So pasting values. So now all of our names. Have
[00:20:17] Rachel Dauchy: the one.
[00:20:18] Dan DeLong: Have the one in it.
[00:20:22] Syncing Names with QuickBooks
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[00:20:22] Dan DeLong: So then, in order to post and synchronize things back to. QuickBooks here. We have to just change this post [00:20:30] column to yes. Let's make sure I'm at the top. If I can get it.
Come on now.
[00:20:38] Rachel Dauchy: Oh.
[00:20:41] Dan DeLong: Get away.
[00:20:43] Rachel Dauchy: maybe it's because you're hiding some things. You have some rows hidden. Maybe it won't do
[00:20:49] Dan DeLong: it. Let's see here. It's probably a view issue. It's just there.
[00:20:56] Rachel Dauchy: Oh, there you go.
[00:20:57] Dan DeLong: All right. Make that yes. I'll [00:21:00] make this bigger so everybody can see. And then using my keen mouse techniques, you hover over the corner, it turns into that, little plus sign.
I can just double click on it. Now all my yeses are copied down to the bottom. There we go. All of our items. And then I just click this sync to QuickBooks and wait. It's, [00:21:30] it's going through and modifying those item names to add the one on it. I don't know what happened to you. X, didn't get a one.
Or the, these last three. I don't know why. Any whoodles. so we got name supplied already exists. so one item didn't sync back because it already had a one on it. because I was testing this beforehand. So it probably got. It was probably [00:22:00] a, straggler,
[00:22:02] Rachel Dauchy: right?
[00:22:04] Dan DeLong: So looking at my item list, Oh no, it doesn't, it didn't modify anything.
However,
[00:22:10] Rachel Dauchy: I
[00:22:10] Dan DeLong: have to refresh, right? So I'm going to just choose all inventory, which should. Redo everything. Now all of my items have a Wana.
[00:22:23] Rachel Dauchy: I did quiet mode.
[00:22:26] Dan DeLong: Your daughter's on bypass, right? [00:22:30]
[00:22:30] Rachel Dauchy: oh my goodness.
[00:22:32] Dan DeLong: You let your family come through.
All right.
[00:22:38] Creating Non-Inventory Items
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[00:22:38] Dan DeLong: So if I wanted to, create these, I'm going to name this new items as non inventory items, so let's copy these names back
in here.
Let's make [00:23:00] it a non stock item. Now I don't know, I didn't play with, whoops.
I can't click in. Oh, I did service, darn it. Non stock.
There we go. So these are non stock items. I'm not sure about this, part of things, with the inventory asset being selected in here, we might need to blanket out or [00:23:30] things like that, but let's think it back and see if it creates these items as non inventory items.
[00:23:42] Rachel Dauchy: But question, don't they need to be zero?
[00:23:48] Dan DeLong: Shouldn't, it shouldn't need to be because it should create those items. This is my theory. It shouldn't need to be because it will create those items as non inventory parts, [00:24:00] which it didn't like that.
[00:24:02] Rachel Dauchy: But I Wouldn't you think that they still need to be zeroed out because there's a value in inventory?
[00:24:09] Handling Errors and Zeroing Out Inventory
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[00:24:09] Dan DeLong: It's doing this, it errored out on every item.
[00:24:13] Rachel Dauchy: Yeah.
[00:24:14] Dan DeLong: Because these items have a link back to it. So, you would, in this case, you would hit done, and clear it out. Maybe copy these, this, this sheet [00:24:30] for, purposes of, copying them back in. And then instead of syncing, you would go back to home and then clear the data
and go into your inventory items with a add new, right? So you would just be adding new, bringing in those, items, column by column, whatever it is that you want to do, so they can
[00:24:55] Rachel Dauchy: copying them, bringing them in and then. You're going to [00:25:00] then get, I don't see how you're bypassing the zeroing out the quantity.
[00:25:08] Dan DeLong: You're creating brand new items, all brand new. And then you're
[00:25:11] Rachel Dauchy: going to zero out and delete the old?
[00:25:15] Dan DeLong: zeroing out is, that, that's another thing, right? So you're zeroing it out, you're going to zero out the, quantities by doing a quantity adjustment in here.
[00:25:26] Rachel Dauchy: Yeah. Okay.
[00:25:28] Dan DeLong: But that's zeroing it out, but just [00:25:30] to zero out your inventory, that's, a QuickBooks thing, right?
this is, what this is doing is allowing you to move the item name out of the way so that you can bring in and create new items.
[00:25:47] Rachel Dauchy: Okay, I gotcha. It's a different thing I'm asking about.
[00:25:52] Dan DeLong: Yeah. But zeroing it out, if you wanted to zero it out, you certainly could, but you would do it that way.
[00:26:00] So back to bread sheet sync, let me go home here.
[00:26:06] Exploring Vendor and Customer Lists
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[00:26:06] Dan DeLong: let's go through some of the things that you can and can't do with regards to other lists. So vendors and customers, we were talking about this right before. you might get excited when you see. Your customers, where are they? Oh, is it still thinking?[00:26:30]
Where are my customers?
Let me try that again. That was looking, I look away for a second. All right. And new records. Oh, I didn't choose that. That's
[00:26:50] Rachel Dauchy: yeah. And not edit. Yeah.
[00:26:57] Dan DeLong: So in your customer list. We see this, [00:27:00]
[00:27:00] Rachel Dauchy: yeah, make that bigger. Cause I want to see if it has the parent that
[00:27:06] Dan DeLong: I
[00:27:07] Rachel Dauchy: was talking about when you actually did it.
[00:27:08] Dan DeLong: So this list type here, where you see this customer project, people get excited when they see, Oh, I can just turn this guy into a project. no,
[00:27:20] Rachel Dauchy: it doesn't work.
Yeah. I've tried. If
[00:27:21] Dan DeLong: I try to say yes. and sync it back. It will give an error saying, Oh, no, you can't.
[00:27:28] Rachel Dauchy: I also
[00:27:29] Dan DeLong: have support. [00:27:30]
[00:27:30] Rachel Dauchy: I have to tell you, I like how this export customers because I was talking about before when we were talking about this is that if you go to X, just export into Excel, like using the export tool.
and you download And you export customers out of Excel, it gives you this list, but you don't have list type, customer, project, customer, project, customer, project. It all says customer, even the projects, it says customer. [00:28:00] And the only way you know it's a project is if there's something in the parent column.
That says yeah, what the actual project name is right here You know that's actually a project. It's Cryptic.
[00:28:16] Dan DeLong: Yeah, you've got a column here for a parent customer
[00:28:19] Rachel Dauchy: Yeah And that's how you know that the thing is a project in here and if you go back to the left You can see in that column it [00:28:30] says if it's a customer or if it's a project, which is crystal clear.
But when you use that export tool, it doesn't differentiate. It's all customer. It's confusing.
[00:28:42] Dan DeLong: so here's the columns that you do have. You have the list type, the display name title, and then just some of the general information about. The customer or the vendor. that's one thing to keep in mind though, is that you're, when you do this, even though it says customer templates, your [00:29:00] vendors are part of this too.
So you've got your list type here. You've got vendors as well. I don't know why you would have blanks, but that's another story. So if you just, if I just wanted to look at my vendors, there's all the vendors that I have in that company. and then, so you have some general information about them with notes, tax identifier.
VAT tax, telephone number, it's clearly, it was outside of the U. S. with the VAT number. [00:29:30]
[00:29:30] Rachel Dauchy: I love your fake addresses.
[00:29:32] Dan DeLong: Blah, blah,
[00:29:33] Rachel Dauchy: blah.
[00:29:36] Dan DeLong: So that's one thing that it won't do is it won't, for customers, it won't support shipping addresses, right? So it's only got one. Place for one address, and that's it.
Go down here and we'll go home. You can do that[00:30:00]
[00:30:01] Spreadsheet Sync for Employees
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[00:30:01] Dan DeLong: with employees, right? So if I've got employees, hopefully I've got some, I've got a few in there. Two. Alright, so there's your things that you can do inside of there. it doesn't have all of that, so that. The only thing I think extra is that hire date and release date, of birth, right?
So those are fields that are specific to employees, but you're not going to see [00:30:30] like social security numbers or pay information or those types of things to modify that and synchronize that back and forth.
[00:30:38] Advantages of Spreadsheet Sync
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[00:30:38] Dan DeLong: advantage of spreadsheet sync, right? Is because it's an. Intuit product, right? They're going to have potentially a leg up on some of the things that they're going to allow for an application to integrate back in back and forth into QuickBooks.
other. Other [00:31:00] third party applications, like Sassant or Sassant, which, whatever the pronunciation is. Sassant,
[00:31:08] Rachel Dauchy: I've heard. I've heard it all.
[00:31:10] Dan DeLong: Transactional reporter. There's other
[00:31:11] Rachel Dauchy: ones too. There's other, or, all
[00:31:14] Dan DeLong: of the, all of those guys have to play by the API rules, so custom fields and those types of things that are.
Yeah. Relegated for maybe you can't touch them, or in [00:31:30] a box. And the one thing
[00:31:31] Rachel Dauchy: that's, cool, even with a product that syncs like this is that you no longer, and we've all done this, you no longer have to do things one by one. I think we all can say that's true. A pain and it's annoying.
[00:31:50] Dan DeLong: Yeah, that was always a big thing. one of the things that I really liked about desktop is there's a, there's an option in there, in, in QuickBooks desktop called [00:32:00] add, edit multiple list items and for customers and vendors and, in items,
you can, do a lot of batch editing.
as a, as an example, if you, wanted to change the, the revenue account of multiple items instead of one at a time.
[00:32:23] Rachel Dauchy: Yes.
[00:32:24] Dan DeLong: You could go in there and, change that in bulk. And when I first saw [00:32:30] Spreadsheet Sync, I'm like, ah, finally, this is, an option that can do that. and other applications do allow you to do that, right?
So you can do some live editing. where you sync it out from QuickBooks, make your changes and then push it back in the advantage, of the, spreadsheet sync is because it's in under the Intuit umbrella, they might start to allow it. to do things that other [00:33:00] applications can't.
but the caveat comes, Oh, you gotta be on QuickBooks Online Advanced to do that. So for, for all of your clients that are in Plus and Simple Start and Essentials, they're SOL when it comes to being able to do that. outside of, QuickBooks. And then you have to look at something else, that might be able to do that.
But this is a nice way, [00:33:30] because it's already bundled in, to check it out. But just, keeping in mind that, yeah, it's not, it's not the Messiah of changing, batch editing and multiple,
[00:33:45] Future Enhancements and Feedback
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[00:33:45] Rachel Dauchy: yeah, I would say like my vote would be one of the first things they add is, being able to add projects and change customers to projects or change invoices, historical invoices to the project.[00:34:00]
[00:34:00] Dan DeLong: If anyone else is, if anyone is going to be able to do it, it's going to be spreadsheets thing first because they have that inside
[00:34:07] Rachel Dauchy: option, be able to do that,
[00:34:09] Dan DeLong: and they may be able to give an exception to that.
this is what, like one of those things that, when you're in the An Intuit suite of services, you tend to get a little bit more integration than you do when you piece things together.
Yeah,
[00:34:29] Rachel Dauchy: that's really [00:34:30] good insight. Yeah, you'd know
[00:34:33] Dan DeLong: when you get like, when you have, QBO payroll inside of your QuickBooks, then you have a lot more deeper integration than if you're using Gusto, for example, right? So the way those transactions come over, the reports that you can run, the things like that, QuickBooks payments, it's another example of things that it can do that others can't, or you have to build automations to be [00:35:00] able to simulate that.
So that's what we want to talk about here today with with the spreadsheet sync. in the comments, if you're watching this later, what will be a use case that you could see for, for spreadsheet sync? And yeah, I'd like to know
[00:35:19] Rachel Dauchy: what anybody else might. Want to do, cause man, I love this type of syncing tool.
[00:35:29] Dan DeLong: So I'm going to [00:35:30] stop sharing here. And of course we get huge. Why does it, Oh, no.
Oh yeah. Yeah. Okay. I'm always clicking the wrong buttons here. trying to just, it does that all the time. Every time I stopped sharing, whoever is first on the list becomes huge. And then I have to try to figure out how to get us this, get us on the same level.
[00:35:59] Closing Thoughts and Next Steps
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[00:35:59] Dan DeLong: Any [00:36:00] closing thoughts, Rachel?
[00:36:02] Rachel Dauchy: No, I love it.
I, and it's, any, anybody that has QBOA, QBO accountant, not QBOA advanced. I love that those are two, both QBOA. But if we, if you're, you have QBOA accountant, you have QBOA advanced. try using it and get familiar with it. And I know I am, I'm one of those people that I've. Been using an external tool, [00:36:30] but I would definitely want to try using spreadsheet seek more.
I really do.
[00:36:35] Dan DeLong: Yeah, I always try it first and then sorely disappointed and then end up going to another tool. when it does have its specific uses, and it does work pretty well, it's a great tool to utilize, when it fits the bill, right? And the promise [00:37:00] of spreadsheet sync is that it could potentially do more than, than other tools that allow it to do.
But sometimes it's, this is one of those things where sometimes they got to catch up, they got to catch up to the norm, before, sprinting past them. And I think this will potentially be that, for Yeah,
[00:37:21] Rachel Dauchy: and I'm sure they probably depend on collaboration with a lot of us accountants to see like what might be needed and what's the best way to use it.
What do you need the [00:37:30] most? And Things like that. I'm like wanting to convert everything to projects because I think the most powerful thing about QBO as Hector Garcia always says, is the bank feeds. It is the most powerful thing. And, so I want to be able to assign everything to a project out of the bank feed, and with my firm.
with a lot of my clients, we're transitioning them to that too. So we can provide, job costing and that [00:38:00] kind of thing. So I'm really into it.
[00:38:03] Dan DeLong: All right. So next week, we're actually going to talk a little bit about desktop, because there are some. Newish features inside of QuickBooks desktop.
One of them, you're going to love the inventory turnover report.
So if we can do inventory turnover with a mass editing and PayPal. [00:38:30] Your head would explode.
[00:38:32] Rachel Dauchy: So my semester will term and we call them terms starts today. And one of my classes is advanced reporting. So I, and they don't teach us in QuickBooks. They teach us in Excel. Like here's how to do everything the long way, the slow old fashioned way in Excel.
So this is perfect because I can Take some of this learning and tweak it so I can maybe do it inside. QuickBooks.
[00:38:59] Dan DeLong: There we go. [00:39:00] All right. So we'll see you next time on the Workshop Wednesday, and we hope everyone has a great day. [00:39:30] [00:40:00]
