QuickBooks Parallel Work

Use this guide when a client is still operating with QuickBooks Online but you want the firm to start doing real work in Kraal.

What Kraal does with QuickBooks

Kraal uses ERPNext as the accounting engine underneath the app. For QuickBooks-connected clients, Kraal can:

• connect and monitor the QuickBooks company
• import baseline accounting data during setup
• show connection and write-back health
• write supported Kraal-origin work back to QuickBooks when the client is configured for parallel operation
• stop and surface repair steps when a mapping, account, recipient, or business rule needs attention

The practical model is:

• do the accounting work in Kraal
• use QuickBooks as the parallel system during transition
• use Kraal's health and repair surfaces to keep the two systems aligned

Where users find QuickBooks features

1. QuickBooks integration detail

Open Integrations from the accounting workspace sidebar (under the Setup group) and select QuickBooks for the client. Older Settings > Integrations links redirect to the same place.

This is the main control surface for:

• connection status and reconnect prompts
• the configured sync direction (Inbound only or Parallel with QuickBooks) and — separately — whether write-back is ready
• the QuickBooks identity & numbering panel, where readiness is certified per legal entity
• repair queue and recent write-back results
• mappings and guided repair
• parallel confidence summary

Use this page first when you need to understand whether QuickBooks is healthy for a client.

Configured is not the same as ready

Kraal reports parallel health in five states: Needs cleanup, Inbound only, Parallel configured, Parallel ready, and Cutover candidate. The checklist row reads Bidirectional mode configured — configuration says which direction sync is set up for, while readiness is certified separately, per legal entity. A client can be configured for bidirectional sync and still read Parallel configured because no recent successful mirrored write-backs are visible yet.

The QuickBooks identity & numbering panel is where that certification lives: QuickBooks and Kraal keep independent document numbers, and the panel's verdict is either Ready for controlled write-back or Write-back remains blocked, with the blockers listed. From here you can refresh discovery, set per-document-type numbering policy (for purchase invoices, choose whether a duplicate supplier reference should Block and review or Warn and continue), and repair a stuck write claim from Kraal's durable, entity-scoped evidence — a repair that never creates a second QuickBooks document. Purchase-order synchronization is intentionally deferred; Kraal-native purchase orders keep Kraal identity.

If Kraal reports a quarantined identity for a document, that is a named, reviewable state — automated reuse of the mapping is blocked until the repair path clears it, so a bad legacy mapping can't silently spread.

2. Daily Board

Open Daily Board and select or inspect the client.

This is the best place to answer:

• is this client safe to keep running in parallel
• are there stale QuickBooks failures
• are there open QuickBooks repairs
• do we need client follow-up before mirrored work is trustworthy

Use this page when you want the broad client operating picture, not just integration detail.

3. ChatIQ

Open ChatIQ with the client selected.

This gives you a client-scoped QuickBooks confidence summary while you are already asking questions or opening work. Use it when you need to know whether QuickBooks is healthy without leaving the client context.

4. Accounting forms

On supported accounting workflows such as journal entries, invoices, bills, payments, and expense claims, Kraal can show QuickBooks readiness or write-back feedback directly in the form flow.

Use this to catch a QuickBooks problem before or immediately after posting, instead of discovering it later in a log.

5. Client settings

Open Settings > Clients > [client] when you need the broader client setup context around contacts, delivery, and collaboration.

Use client settings when the issue is not the QuickBooks connection itself, but a missing business path around the client setup.

Recommended operating flow

Connect and confirm the client

1. Connect QuickBooks from the client's integration detail.
2. Confirm the connection is healthy.
3. Let Kraal complete the first baseline sync and readiness checks.
4. Review the client's QuickBooks integration detail before treating the client as ready for parallel work.

Do the work in Kraal

Create and review accounting work in Kraal. Do not use QuickBooks as the primary operational screen once the client is being run through Kraal.

Watch the parallel signals

Use the QuickBooks integration detail, Daily Board, and ChatIQ to watch:

• recent mirrored work
• open repairs
• stale failures
• readiness status

If Kraal says Needs cleanup, repair that before increasing reliance on the parallel flow.

Repair from Kraal

When Kraal shows a QuickBooks write-back problem:

1. open the repair action from the integration detail or the surfaced banner — repair links from other surfaces open the integration detail on the exact failed log or assisted-repair state, with the client and entity already in scope
2. follow the guided setup or mapping flow
3. retry from Kraal
4. confirm the repair result in the same Kraal surface

Avoid making a manual workaround in QuickBooks first and hoping Kraal discovers it later.

Source-controlled master data

During a QuickBooks parallel period, some customers, vendors, items, and accounts may still be controlled by the QuickBooks source record. If Kraal flags a duplicate or stale master-data issue for one of those records, do not fix it by only changing the matching ERPNext record. A later QuickBooks sync may bring the source value back.

Use the Kraal repair path first. If Kraal says the item needs source-system review, resolve the duplicate or inactive record in QuickBooks or follow the guided mapping repair in Kraal, then recheck the Daily Board.

Balance-bearing duplicate customers

If a duplicate QuickBooks customer has balances or transaction history, QuickBooks may block a simple inactive/deactivate action. In that case, Kraal should treat the item as a source-system handoff instead of repeatedly retrying the same repair.

Follow the repair guidance from Kraal, merge the duplicate customer into the correct customer in QuickBooks when the business owner confirms it is the same customer, then return to Kraal and recheck the Daily Board. Treat the merge as permanent and review the target customer name carefully before confirming it in QuickBooks.

When to use each surface

Need	Best place
Connect or reconnect QuickBooks	QuickBooks integration detail
See whether a client is safe to run in parallel	Daily Board
Check QBO health while asking client questions or opening work	ChatIQ
Repair a failed write-back	QuickBooks integration detail
Review source-controlled customer/vendor/item duplicates	QuickBooks integration detail or the Kraal repair action
Check readiness before posting a form	The accounting form itself
Fix broader client setup gaps	Client settings

Safe operating rules

• Use only the reconnect and repair actions that Kraal shows in the app.
• Do not share QuickBooks connection dialogs, auth codes, or browser session details with anyone who does not need them.
• Do not ask users to edit raw mappings unless Kraal explicitly routes them there.
• Do not use shared credentials across clients.
• Do not rely on QuickBooks as the source of truth once the client is being operated from Kraal.
• If a mirrored write-back fails, repair it in Kraal so the audit trail and retry path stay intact.

If something looks wrong

Start with the QuickBooks integration detail and check:

• whether QuickBooks is connected
• whether Kraal is asking for a reconnect
• whether bidirectional mode is configured, and — separately — whether write-back is ready for the entity (blockers are listed on the identity & numbering panel)
• whether there is an open repair queue
• whether failures are stale

Then use the guided repair path Kraal shows. If the client still cannot operate cleanly after the surfaced repair steps, escalate through your firm's normal support path.