QuickBooks

QuickBooks Online Integration

QB Online is Recommended by QuickBooks and InkSoft

The main difference between QuickBooks Online and Desktop is that the online version is cloud-based and operates on the Internet, while the desktop version is downloaded, installed and locally operated on a computer. At this time, we do not offer integration for QuickBooks Online for our Canadian users. 

NOTE: You will need to have the Essentials version or, higher to perform this integration. Be sure to know which version you have before proceeding!

If you don't already have a QuickBooks account you can start a Free 30 Day trial! 

Start your free trial here!



Connecting QuickBooks Online to InkSoft
  • Hover over Settings
  • Hover over Advanced
  • Click QuickBooks
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  • Choose option QuickBooks Online 
  • Click Connect to QuickBooks
 

Sign In 
  • Enter your Email or User ID
  • Enter Password
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NOTE: Once logged in you will receive authorization confirmation next to your Communication Method.

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Important:

If you change your password or user ID you will want to make sure you come back to connect with QuickBooks. If you change something on QuickBooks, you want to change it on InkSoft as well. This will ensure strong connection. 

Align Chart of Accounts

You will want to make sure you are aligning with your Chart of Accounts on QuickBooks. The good news is that once connected, InkSoft will see your chart of accounts that have already been set up in QuickBooks.

I.e. I want my Inventory items/Products to go into my Cost of Good Sold Account on QuickBooks. 

  • Select the appropriate chart of account for each section in the dropdown

  • Click Save

 

QuickBooks Chart of Accounts

Unsure of which  Chart of Accounts to use? Do the steps below to see which chart of accounts are associated with each name. Cross-reference this information with what appears in the dropdown boxes in InkSoft. 

  • Login to your QuickBooks Account
  • Click Accounting
  • See Chart of Accounts

Note: In the Screenshot below you are seeing 'default' account names created by QuickBooks. 

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Below, you will see breakdowns of different Chart of Accounts for certain datasets you may want to capture.

Credit Cards/Cash/Check 
For Credit Cards/Cash/Check options, make sure you have the Chart of Accounts setup
with the Type set as "Other Current Assets".

Gift Certificates 
For the Gift Certificate option, make sure you have the Chart of Accounts setup
with the Type and SubType set as "Other Current Liabilities".

Rush Surcharge 
For the Rush Surcharge option, make sure you have the Chart of Accounts setup
with the Type as "Income" and SubType as Sales of "Product Income" or "Service Fee Income".
Setting the type as “Cost of Goods Sold” will also work. 

Discount 
For the Discount option, make sure you have the Chart of Accounts setup with the Type set as "Income" and SubType as "Discounts Refunds Given".

Note: Discount options may not show up if they are not enabled on QuickBooks. In order to enable it, click to Gear Icon in the top right > Account and Settings > Sales and enable the Discount.



Be sure to Save and Refresh the QuickBooks Page on InkSoft Side.

Shipping 
If you don't see the shipping options, it is likely shipping has not been enabled in your QB account. In order to access this setting, click the Gear Icon in the top right > Account and settings > Sales and enable Shipping.


Be sure to Save and Refresh the QuickBooks Page on InkSoft Side.
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Exporting to QuickBooks using Core

NOTE: InkSoft currently supports two different options to export to Quickbooks. 

Sales Receipt - Within the Sales Receipt, you cannot add payment and tax. Payment and tax will show as a line item.

Invoices - The balance and amount paid gets allocated to their proper buckets. Payment and tax will not show as a line item provided the taxation setting is configured to automated. 

  • Navigate from the Dashboard > InkSoft Core > Orders
  • Use Filter to find the orders you would like to export
  • Check the boxes next to the Orders
  • Click the QuickBooks button in the top right action bar


QBE

You will receive a Success Message stating that your orders/invoices have been exported successfully. Your orders will also update with a green QB logo indicating its completion. 

Note: The most common error received is a 'Duplicate Customer Encountered' error. This just means that the name of the customer you've exported matches a name that already exists in QuickBooks. 

Simply edit the name within QuickBooks to resolve the issue.

Export to QuickBooks Example

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Sales Tax 

Sales Tax will show up as a Line Item if the Sales are not Auto configured within QuickBooks. Once they are auto-configured, they will come in the Summary part of the Invoice. In order to access this setting, click the Taxes section on the left of the QB Dashboard


Note: When exporting to Sales Receipt, the tax and payment will be exported as the line item on the Sales Receipt. Use the Export to Invoices option to have Sales Tax appear below the line items.

Trying to export orders from the Legacy Order Manager?

  • Hover over Orders
  • Click Order Manager
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Orders and Invoices can be exported once it has been approved.

(To Export to QuickBooks your Orders & Invoices must be within Order Stage, Receive Stage, Print Stage or Ship Stage.)

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  • Filter to find the Orders you would like to export
  • Check the boxes next to the Orders
  • Select Action: Export to QuickBooks
  • Click Apply
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