QuickBooks Online Setup and Help – SyncroMSP

QuickBooks Online Complete Guide

Table of Contents

Recap of What is Supported

Functionality		QuickBooks Online

Sends Customer records to QB when an invoice was updated		Yes

Sends Customer records to QB when a customer is updated*		No

Sends Invoice records to QB when an invoice was updated		Yes

Sends Payment records to QB when a payment is made		Yes

Sends Purchase Orders to QB		Yes

Sends Products to QB (as items) when a product is updated		Yes

Live Updates - updates are sent immediately		Yes

Able to send your entire Customer list to QB at initial setup		Yes

Able to import your customers from QB at initial setup		Yes

Sub-Customer Support		Yes**

Invoices with $0 totals sync		Yes

Tax Groups support for complex tax configurations		Yes

Overpayments (a payment that is made for more than the invoice)		Yes

Split Payments (multiple payments to complete an invoice)*		Yes

One-Time export all Customers to QB		Yes

One-Time export all Products to QB		Yes

Void/Delete in QB for Invoices when deleted in SYN		Yes

Automatically syncs your customer databases both ways QB <-> SYN		No

Imports payments made on the QB side		Yes

Works with Intuit Merchant Services		No

Refund Invoices sync		No

Customer Purchases sync		No

** They map as real customer in Syncro, not sub customers
*Split payments work from Syncro to QBO but not QBO to Syncro

Get Connected

QuickBooks has been a very powerful integration with a lot of complexity. This will be a long article, we try to summarize and keep the deep dive stuff toward the end.

1. Start in Syncro in Admin > App Center > Quickbooks

2. Click Connect to Quickbooks:

3. All you'll need to do is Authorize the integration:

**Note, if your authorization doesn't go through, contact Intuit to fix your Intuit ID.

4. After authorizing, you'll be placed into the QuickBooks Online Setup Wizard

DO NOT SKIP ANY SETTINGS PAGES OR SYNC WILL NOT WORK

Wizard Starts..



5. Map your tax rates, just select the mapping and click Next



6. Map your non-tax, if you ever mark an invoice as non-tax for any reason, it will apply this "nontaxable rate" that you have setup in QB



7. In Syncro we allow "on the fly" invoice line items, those need to attach to an "Item" in QuickBooks - select which item that is here



8. Select the "Deposit Account" for payments to attach to (probably just use "undeposited funds")

IF YOU EVER HAVE AN ISSUE WITH PAYMENTS SYNCING, THIS IS PROBABLY WHAT IS NOT CORRECT



9. Select your "Accounts Payable" account, where your purchase orders should go to (probably just "Accounts Payable")

IF YOUR PURCHASE ORDERS DON'T SYNC, THIS IS PROBABLY INCORRECT



10. Map your QuickBooks payment methods to your Syncro payment methods

IF THESE EVER GET OUT OF SYNC DUE TO ANY CHANGES ON EITHER SIDE, IT WILL MAKE PAYMENTS STOP SYNCING



11. Enable the sync! Once you do this, future records that are updated will get synced to QB

Optional Imports - Highly Recommended!

We highly recommend on the next wizard steps that you DO import customers, this will ensure the ones that exist in QB will map to a Customer in SYN. So the next invoice created for that customer will get sent to the right one.

Same for products, vendors, etc.

The only reason to NOT import products would be if you have tons of products in QB that you don't want to use in SYN. In that case, skip that step.

Importing Vendors will pull in ALL your vendors into SYN.

Sub Customers Note:

In Syncro we don't have a concept of sub-customers, but QuickBooks does. The way this is handled between the 2 systems is that Syncro treats sub-customers like "regular" customers in Syncro.

When we import your customers, we'll try to import each sub-customer. If they all have the same email, they may attempt to update each other on the Syncro side. Give each a unique email one way or another in QB before importing for the smoothest import/setup.

Tax Groups / Grouped Tax Rates

We support the use of Tax Groups / Grouped Tax rates in Quickbooks Desktop.

Please note that for Quickbooks Online invoices with the following will not sync:

1. Invoice with $0 (e.g. empty invoices, and invoices where the line item is discounted 100 %)
2. Refund invoices, or other invoices where the balance is a negative amount

Product Types in Quickbooks

When your Syncro products are sent to QuickBooks Online, they'll be sent as the following QuickBooks types:
"Inventory" - if the Syncro item is set to maintain stock = true
"Service" - if the Syncro item has the category "Labor" or "Labour"
"Non-Inventory" -if the Syncro item is neither of the above

COGS (Cost of Goods Sold) Tracking Explanation

1. Start by creating a new Product in Quickbooks Online or in Syncro

In Syncro:
Make sure you enter a "Price - retail" and a "Price Cost"

In QuickBooks Online:

Make sure that you check "I track quantity on hand for this product"

Income account should be "Sales of Product Income"
Expense account should be "Cost of Goods Sold"

2. Go to /quickbooks/settings in Syncro

click "Import Products from QuickBooks" at the bottom of the page

4. Add the item to an invoice in Syncro.

5. The invoice will sync to QBO

6. Accept payment on the invoice in Syncro

7. To view the Cost of Goods Sold report in QBO, navigate to Chart of Accounts and search for Cost of Goods Sold.

8. Click "Run Report" to see the Cost of Goods Sold report

9. To see your overall Profit and Loss Report, navigate to Reports > Profit and Loss

10. If COGS isn't showing up by default on your Profit and Loss Report, click "Customize" to make sure that the Accounting Method is set to "accrual"

11. Your Profit and Loss Report will look something like this:

Note:
For this to work, you'll need a Quickbooks Online "Plus" account, which includes inventory tracking.
http://quickbooks.intuit.com/online/compare/

Automatically Create Bills from Purchase Orders

There is a option in the QB Settings called "Convert finished PO's to Bills in Quickbooks"

Once you have done that, any time you move a PO to "Finished" status, a bill will be created for that Purchase Order in QB for you to pay your vendors!

Automatic Payment Sync from QBO to Syncro

It is possible to have payments created in QBO automatically sync to Syncro. To activate this feature, head to the QBO Settings in the Syncro App Center, then locate the setting "Sync Payments From Quickbooks," check the box and hit Save.

Once that setting is active the following behavior can be expected:

- You must create the invoice in Syncro and have it sync to QBO successfully.

- You can then capture a payment on the QBO side for that invoice and it will sync the next time the QBO sync job runs

(NOTE: The QBO sync job only runs once a day in the early evening Pacific Time. It will sync payments created going back 24 hours.)

Converting from QuickBooks Desktop to QuickBooks Online

If you're looking to convert from Quickbooks Desktop to Quickbooks Online, please contact Syncro's support team at help@syncromsp.com. We support conversions when your Quickbooks Desktop company file is converted to Quickbooks Online per Intuit's recommendations. There are also steps we need to handle on our end.

We're happy to help with this conversion -- just contact us help@syncromsp.com so we can help with planning the change.

General Troubleshooting

If an Invoice/payment fails, you should see a red error appear on the Invoice or payment page with a message. This will often describe the error and give you first steps on what to look for. We have a glossary of Quickbooks API errors here.

If you have a failed sync, you'll find a Re-Sync to Quickbooks button. Use this button and wait a minute to see if the Invoice/payment goes through.