Quickbooks Online Integration

Setting up the Link

Settings->Quickbooks page. 

Setup

If you do not have a multi-location IO account, simply login as the admin of the IO account and click the "Connect to QuickBooks" button. You will need to know your login information for the QB account  you want to sync with.  Make sure you are not logged into the wrong QB account before you click that button.  

If you have a multi-location IO account, you will need to create a worker specifically for QB syncing.  You need only to give that worker permission to the QB settings in IO.  You also need to specify what locations you want to sync to your QB account under that worker and set those locations to that worker account.  Then login as that worker and follow the same steps as a normal IO account listed above.  

Account Structure

InflatableOffice creates a standard account structure to properly categorize and record information in your account. A sales tax account is created for each sales tax rate and is named after the rate. Additionally accounts are created for each line item on a lead and sub accounts are created for each rental item. Accounts are not created until they are needed by an invoice that is being imported. When importing customer records, InflatableOffice first tries to find a match that already exists in your QB account. If it cannot, we create a new record. If there is a conflict we cannot resolve, we append "_IO" to the customer name. We use the organization name if it exists and otherwise the first and last name of the customer as the display name in QB.

How it Works

Now that the link is complete, InflatableOffice will automatically keep your QB file up to date. Any lead with a payment associated with it, or any lead in the confirmed or complete status will be imported into QB. Imports are triggered by leads. When a lead is imported, the customer record and payments are also imported. If something with the lead or a payment is changed, these records will be updated in your QB file. However, InflatableOffice never deletes any items from your QB file. So, if an event cancels, you will have to manually remove the corresponding invoice and payments from your QB file as necessary. The pre-saved lead filter titled "Delete from QB" will show you records that are in QuickBooks that need deleted. InflatableOffice does not import refunds or negative payments associated with leads. You will have to enter those manually. Any changes that need made to something InflatableOffice imported should be done first in InflatableOffice. Changes made in QB can potentially be overwritten by the data in InflatableOffice if an update to that item is triggered in InflatableOffice. Updates are triggered by changes to a lead that has already been imported into QB.

The tool will set the sync start date as the date/time that you initiate or setup the syncing. We can back date it or set the date forward. It will bring in any lead that has a start date after the sync start date that is in a status set to send to QB or has a payment on it.

When the Import Occurs

InflatableOffice queues items for import every hour. The QB web connector activates the InflatableOffice QB App every 5 hours to import these queued items. There is no need to have your QB file open, but if you have a different QB file open when the web connector runs, it will fail. Error messages are shown in the web connector. If you see an error message, run the web connector manually until they clear out. Most of the time these errors will correct themselves. To run the InflatableOffice App sooner than 5 hours, change the time inside the web connector. To force it to run on demand, select the InflatableOffice App in the web connector and then choose 'run selected'.


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