QuickBooks Online Complete Guide
Table of Contents
- Get Connected - actually link up the integration
- Explanation of COGS (Cost of Goods Sold) Tracking
- Automatically import Payments from QBO
- Converting from QuickBooks Desktop to QuickBooks Online
- General Troubleshooting
Recap of What is Supported
|Sends Customer records to QB when an invoice
|Sends Customer records to QB when a customer
|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|
|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)
|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
|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||
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
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
Make sure you enter a "Price - retail" and a "Price Cost"
In QuickBooks Online:
Expense account should be "Cost of Goods Sold"
2. Go to /quickbooks/settings in Syncro
5. The invoice will sync to QBO
11. Your Profit and Loss Report will look something like this:
For this to work, you'll need a Quickbooks Online "Plus" account, which includes inventory tracking.
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 firstname.lastname@example.org. 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 email@example.com so we can help with planning the change.
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.