Managing a print shop efficiently requires accurate accounting, seamless integrations, and clear tracking of commissions and order history. With the latest QuickBooks Desktop updates, print shops can now simplify their workflow, manage commissions with precision, and gain better visibility into orders and audits. In this guide, we’ll walk you through all the new features and show how they can benefit your print shop.
1. Seamless QuickBooks Desktop Integration
First, it’s important to understand that our system supports either QuickBooks Online or QuickBooks Desktop, but not both simultaneously.
To get started with QuickBooks Desktop:
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Disconnect your site from QuickBooks Online.
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Enter your API credentials for QuickBooks Desktop.
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Verify that your site is only using the Desktop version.
Once connected, you can manually link products to QuickBooks Desktop items. This ensures invoices sync correctly and keeps your accounting data accurate.
Step-by-step product linking:
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Navigate to the product template or individual product page.
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Locate the QuickBooks field.
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Enter the exact item name as it appears in QuickBooks Desktop.
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Save the entry to link the product with your Desktop invoices.
By following these steps, you avoid errors and ensure smooth synchronization between your print shop system and QuickBooks Desktop. Additionally, this approach lets your team maintain consistency across accounting and production records.
2. Enhanced Order History and Internal Notes
Next, the order history page now includes several updates to help staff manage orders more efficiently:
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Docket Fields: Staff-only notes visible internally, not to customers.
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Additional Information: Provides extra context for internal processing.
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Terms & Services: Now included in the order history view, giving internal users full visibility.
These enhancements allow print shops to track internal instructions, production details, and terms without cluttering customer-facing pages. Consequently, your team can work faster and avoid miscommunications.
3. Commission Settings for Internal Users
Print shops can now assign internal users as salespeople and manage their commissions more effectively.
Key updates include:
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Internal users now receive general commission rates based on total sales or profit.
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Product-specific overrides and advanced commission logic do not apply to internal users.
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Ensure each salesperson and internal user has a unique full name to avoid conflicts when linking orders.
Generating reports:
Once salespeople are assigned, you can generate commission reports to track performance. Reports now clearly show profits, commissionable items, and calculated commissions. Therefore, your team understands their earnings at a glance.
4. Audit Log Improvements
Furthermore, the audit log has been updated to provide more transparency for estimate edits and order changes.
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Timeline Clock: Displays when an estimate was created, edited by a customer, or updated by staff.
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Version History: Records each change, ensuring accurate tracking and accountability.
These updates improve workflow oversight. As a result, your team can quickly resolve discrepancies and maintain accurate records.
5. Why These Updates Matter
With these enhancements, print shops can:
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Keep accounting accurate through QuickBooks Desktop integration.
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Track commissions for both internal users and salespeople clearly.
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Maintain full visibility into order history, including internal notes and terms.
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Monitor changes to estimates and invoices through the improved audit log.
Overall, these updates streamline operations, reduce errors, and make your print shop more efficient and transparent.