Quickbooks integration setup
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George Sutton
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How to connect to QuickBooks video tutorial
Install Quickbooks on Unleashed
How to connect to QuickBooks video tutorial
Install Quickbooks on Unleashed
WARNING: Only one Quickbooks account can ever be integrated with an Unleashed account. You cannot replace a Quickbooks account in the integration or integrate more than one Quickbooks account.
To setup the Quickbooks integration:
- From Unleashed's main menu, go to Integration, Integration Store and click on the Quickbooks tile.
- Click on Install App, then select "Connect to Quickbooks".
- Enter your Quickbooks login credentials and follow the steps provided.
- Once connected, a blue banner will be shown in Unleashed to confirm your Quickbooks data is being imported to Unleashed and a connection is being established.
- Once the import is complete, refresh your web browser's page or click "refresh" in the blue banner. The Configuration, Manage your Data and Export Data tabs will now be available to view and use.
- Select the Configuration tab to manage the integration's settings, see Configuration.
- Select Manage your Data to import Customers, Suppliers, Products and Taxes from Quickbooks to Unleashed, see Manage your Data.
Overview
The Overview tab within Unleashed's Quickbooks' integration describes what the QuickBooks application is and what happens when QuickBooks is integrated with Unleashed. From this page you can select Install App to setup the initial connection between Unleashed and one Quickbooks account then use the Ready to integrate? toggle to switch the connection on or off.
Configuration
Link your QuickBooks accounts to Unleashed
Use the dropdown menus available in the Quickbooks Configuration tab to select which accounts transactions from Unleashed should export to in Quickbooks once completed. If an account that exists in Quickbooks isn't showing in the appropriate dropdown menu in the account configuration options go to Manage your Data and select Import Accounts to re-sync them.
| Unleashed account type | Quickbooks account type | Description |
|---|---|---|
| Sales | Income |
All Sales Invoices and Credits completed in Unleashed will export to the Sales Account selected. It is not possible to set alternative Sales Accounts on a per product or customer level. Character limit is 50. |
| Cost of Goods Sold (COGS) | Cost of Sales |
The Cost of Goods Sold (COGS) Account selection should be the default COGS in QuickBooks. All outgoing journals, e.g. Shipments exported to QuickBooks will be exported to this COGS account unless an alternative COGS is allocated in the product record. Character limit is 50. |
| Stock on Hand | Current Asset |
The Stock On Hand Account selection should be your stock on hand account in your Xero Balance Sheet. All Purchase Orders and journals sent from Unleashed will be coded to this account. The Stock On Hand Account selection should be your default stock on hand account in your QuickBooks. All incoming journals e.g. Adjustments, Credits, Purchases completed in Unleashed will be export to this account. Character limit is 50. |
Sync your QuickBooks taxes to Unleashed
The taxes in your Quickbooks account need to be mapped to taxes in Unleashed to ensure a successful export of transactions in real time. The easiest way to do this is to let Unleashed automatically sync them, however you also have the option to set them up manually too.
- Automatically sync tax codes from Quickbooks to Unleashed by clicking AUTO SYNC TAX CODES. The integration will create a matching tax in Unleashed from Quickbooks and these will automatically be mapped to Xero's tax codes.
- Select the Let me manually do this link and you will be directed to Unleashed's Taxes page. Here, you can manually create a tax in Unleashed and map it to a tax in Quickbooks. For more details, see Taxes.
Use the dropdown menus available to allocate a default tax to the default tax rates set in your Unleashed account. For more details, see Taxes.
What exports to QuickBooks?
Use the toggles and menus available to enable and configure the Quickbooks integration's export settings. Once your configuration settings have been updated, select Save Configuration at the bottom of the page to apply them to the integration.
| Export | Description | Configuration |
|---|---|---|
| Export sales | When enabled, completed Sales Invoices will export to Quickbooks, increasing the Sales account. |
|
| Export purchase | When enabled, completed Purchase Orders will export to Quickbooks, increasing the Stock on Hand account. |
|
| Export supplier return | When enabled, completed Supplier Returns will export to Quickbooks, reducing the Stock on Hand account. | All Supplier Returns completed in Unleashed since the Quickbooks integration was activated will export. |
| Export credit | When enabled, completed Credit Notes will export to Quickbooks, reducing the Sales account. | All Credit Notes completed in Unleashed since the Quickbooks integration was activated will export. |
| Export customers | When enabled, Customers will export to Quickbooks. |
Select which field to map to the Display Name in QuickBooks:
All Customers created in Unleashed since the Quickbooks integration was activated will export. |
| Export suppliers | When enabled, Suppliers will export to Quickbooks. |
Select which field to map to the Display Name in QuickBooks:
All Suppliers created in Unleashed since the Quickbooks integration was activated will export. |
| Export credit journal | When enabled, credit journals will export to Quickbooks increasing Stock on Hand and decreasing COGS. | Credit Journals will only be exported to Quickbooks when Return is ticked in Unleashed's Credit Note. |
| Export adjustment journal | When enabled, adjustment journals will export to Quickbooks to update Stock on Hand and COGS accounts. |
If the adjustment completed in Unleashed is reducing stock value, the Stock on Hand account is decreased and the COGS account is increased. If the adjustment completed in Unleashed is increasing stock value, the Stock on Hand account is decreased. |
| Export shipment journal | When enabled, completed Shipments will export as shipment journals increasing COGS and decreasing Stock on Hand. | The total cost of stock dispatched on a Shipment will export as a journal to Quickbooks, where the Stock on Hand account will decrease and the appropriate COGS account is increased. |
You may have set up Parent and Sub-customer accounts for your customers in your Quickbooks; Unleashed will treat these as separate individual accounts they sync to. If you have the "Bill parent customer" option ticked, the journals will be sent over to the Parent Customer account.
Manage your Data
Use the options available in the Manage your Data tab to import and sync data from Quickbooks to Unleashed.
Import your QuickBooks customers and suppliers in just one click
Click Import Now to start each data set's import.
Tip: Import each data set one at a time to ensure a speedy, successful sync.
| Quickbooks data | Description |
|---|---|
| Import customers |
When selected, this action imports any new Customer contacts from QuickBooks and creates them in Unleashed. |
| Import suppliers | When selected, this action imports any new Supplier contacts from QuickBooks and creates them in Unleashed. |
| Import products | When selected, this action imports any new products from QuickBooks and creates them in Unleashed. |
| Import Taxes | When selected, this option syncs taxes from QuickBooks to Unleashed, see Quickbooks taxes explained. |
| Import Accounts | When selected, this option imports the chart of accounts from QuickBooks to Unleashed, see Link your QuickBooks accounts to Unleashed. |
| Import Sales Custom Fields |
When selected, this option imports the Custom Fields created in Quickbooks to map with the Customer Reference fields in Unleashed's Sales Orders, see What exports to QuickBooks?. Max character limit per Custom Field name is 30 and up to 10 Custom Fields will sync to Unleashed. |
Quickbooks taxes explained
All taxes imported from Quickbooks are combined to calculate effective tax rates. These effective tax rates are then applied to your transactions in Unleashed to calculate the appropriate tax amount. As those transactions export from Unleashed to QuickBooks, Unleashed breaks down the tax amount into the related tax rates.
Example
Tax is made into two different taxes:
- 20% on Amount
- 5% on Amount + Tax
The effective tax rate is 26%
In Unleashed we apply 26% tax to transactions; for $100 the tax amount is $26.
When exported to QuickBooks, the tax is:
- 20% on $100 = $20
- 5% on $120 = $6
Total tax: $26
Export Data
The Export Data page enables you to review and manage the data that's synced between Unleashed and Quickbooks, allowing you the opportunity to identify and resolve any sync issues or errors.
Export Data headers
At the top of the Quickbooks integration's Export Data tab an overview of the tab's populated results is displayed. The values shown provide initial insight into the synchronization state of data between Unleashed and Quickbooks and can be used to identify any variances or discrepancies between the platforms that may need to be addressed.
The values shown in the Export Data's header, calculated based on the filters that have been applied, are detailed in the table below.
| Export Data header | Description |
|---|---|
| Total Count | Displays the total number of records and transactions that have been populated. |
| Total Balance | Displays the sum total amount of the transactions populated in your base currency. |
| Total Variance | Displays the total difference between the Total Balance and Exported Total. |
| Variance Count | Displays the total number of transactions with a difference between the transaction's Total and Exported Total, in your base currency. |
| Exported Total | Displays the sum total amount across all transactions successfully exported to Quickbooks. |
Export Data filters
Use the filter fields described in the table below to review and manage which transactions or records will be displayed in the Export Data tab. These filters will dictate the values that are used to calculate the Export Data tab's header values.
By default the Export Data tab will be filtered to populate outstanding exports of all currencies and transaction types from the last month.
| Export Data filter field | Description |
|---|---|
| Date range | Use the date selector to set a date range that will populate transactions or records that attempted to export within range selected. |
| Code | Use the free text field to filter the Export Data tab by customer or supplier codes or transaction numbers. |
| Types |
Use the dropdown menu to filter the Export Data tab by transaction or record type. The Types available to filter by are:
|
| Export status |
Use the dropdown menu to filter the Export Data tab by transaction's export status. The Export Status' available to filter by are:
|
| Currency | Use the dropdown menu to filter the Export Data tab by the transaction's currency. Only currencies that have been setup in your account's Currency Rates will be available. |
Export Data columns
When a transaction or record falls within the Export Data tab's filtered parameters it will be listed in the Export Data tab's grid. The details and actions available per listed transaction have been explained in the following table.
| Export Data column | Description |
|---|---|
| Checkbox |
Use the checkbox to select multiple transactions or records and perform bulk actions. When at least one transaction is selected a Batch Actions dropdown menu will be displayed providing the following bulk actions:
|
| Type | Displays the type of transaction or record the export is. |
| Code | Displays the transaction's number or the Customer or Supplier's code as a hyperlink that will open the transaction or record. |
| Exported Date | Displays the date the transaction either exported or attempted to export. |
| Currency | Displays the transaction's currency when it differs from the base currency. |
| Total | Displays the transaction's total amount in your base currency. |
| Exported Total | Displays the QuickBooks's total amount for the transaction in your base currency. |
| Variance | Displays the difference between the transaction's Total and Exported Total. |
| Status |
Describes whether the export has been successful or not using the following values:
|
| Action filter |
Hover over the action field to trigger one of the following actions for the transaction:
|
Export errors
If a transaction or record has failed to export successfully to Quickbooks the Status for the transaction in Unleashed's Export Data tab will show "Export error Why?". Click on the hyperlinked Why? in the status field for further details as to why the export failed.
Once a transaction's failed to export it will not automatically re-attempt exporting. Using the details provided in the export error's Why? make the necessary changes to your settings, records or transactions in order to resolve the error and then manually attempt exporting the transaction using either the checkboxes and Batch Actions or the Action filter on the transaction's row.
Connection Log
The Quickbooks integration's Connection Log lists all updates that have taken place across the integration over the last 7 days, identifying any errors that may occur resulting in a failure to sync or export a transaction or record.
Log levels
Each update or activity logged in the Connection Log will be assigned one of the following Log Levels (Severity):
- INFO: Identifies successful updates such as access tokens being renewed.
- ERROR: Identifies transactions or records that have failed to sync successfully.
The Log Message column within the Connection Log will provide further details on why a transaction's been logged as an ERROR and how to to resolve the issue before re-attempting to export it.