Clients

The 1. Clients section has three functions.

Import Clients from QBO

Imports your QBO customers into PSS, and refreshes PSS clients that are already linked with the latest customer data from QBO. What happens depends on whether you still have unlinked PSS clients:

• If every PSS client is already linked (or marked Do not link), the import runs directly: already-linked clients are refreshed from QBO, and every active QBO customer that PSS does not know yet is created as a new PSS client and linked. Toasts report N client(s) are imported., N client(s) are updated., or No client(s) to be imported or updated. Inactive QBO customers are never imported.
• If some PSS clients are not linked yet, PSS refreshes the linked ones and then opens the Link Existing PSS Clients & Create New Clients screen (below) instead of importing blindly, so you can pair existing records first and avoid duplicates. Nothing new is created until you press SAVE CHANGES there.

If any customer fails to import, a red warning icon appears next to the button; click it to read the errors.

Note: This button never deletes PSS clients. It only creates new ones or refreshes already-linked ones.

Manage Client Connections — the linking screen

Manage Client Connections opens the same linking screen. Use it whenever both systems already have client records, to pair them rather than importing duplicates. It shows three columns:

Each column has its own Search by name… box, a Select All checkbox, and an action button:

• Create & Link with QBO (PSS column) — creates a QBO customer for each selected PSS client and links the pair.
• Create & Link with PSS (QBO column) — creates a PSS client for each selected QBO customer and links the pair.
• LINK BOTH CLIENTS (bottom) — select exactly one PSS client and one QBO customer that represent the same person, then click to link them without creating anything. (While one of each is selected, the two Create & Link buttons are disabled so you cannot accidentally create a duplicate.)
• UNLINK/RESET (Final Result column) — breaks the selected links and returns the records to their source columns without deleting anything.
• The ⋯ menu on a PSS client card offers Do not link to exclude that client from linking; it moves to the Final Result column labelled Do Not Link.

Selections stage the pairs into the Final Result column, but nothing is saved to QBO until you click SAVE CHANGES. After saving, each pair displays a green checkmark and its real QBO ID (click the checkmark to see a confirmation such as “Successfully synced PSS client with QBO customer: 123”), and PSS confirms All clients are successfully linked. If a pair failed, a red warning icon appears on it and the toast reads Some clients failed to be linked: followed by the reasons.

Click < Go Back to return to the main QBO page.

Note: A QBO customer that was made Inactive in QuickBooks (for example by a customer merge) still appears in Final Result with a red Inactive flag. The link remains valid, but PSS will not offer that customer as a new link target, and UNLINK/RESET does not return it to the QBO column. QBO sub-customers are likewise never offered as link targets.

Sync Tax Rates

Pulls the current rate of each QBO tax code and applies it to the Tax 1 / Tax 2 of every client that has a QBO Tax Code (Jurisdiction) selected (see 4.7). Run this when tax rates change in QBO. PSS shows “Syncing tax rates from QBO to clients…” and then confirms with a toast such as “Tax rates synced successfully. 2 client(s) updated.” — the count is the number of clients whose rates actually changed.

Note: Sync Tax Rates updates the rates on clients that already have a tax code selected. The tax code dropdown itself is always read live from QBO, so a tax code you create in QBO appears on the client form as soon as you reopen it.