QuickBooks Online Integration

QuickBooks Online is the recommended version by both InkSoft and QuickBooks.

The main difference between the Online and Desktop versions is that the online version is cloud-based and operates on the Internet. The desktop version is downloaded, installed, and locally operated on a computer.

 

NOTE: Quickbooks integration is not available for Canadian users at this time.

Canada and the U.S. have different ways of handling taxes, and the two versions of QuickBooks reflect this crucial difference in bookkeeping. For example, the U.S. has a sales tax, whereas Canada has a sales tax plus a goods & services tax (GST) that must be taken into account which InkSoft does not currently support.

 

Don't have a QuickBooks Account yet? You can start a 30 day Free Trial!

 


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

 

Next, Sign In with your QB Account info:

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

 
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IMPORTANT:

If you change your QB password or user ID, you will want to make sure you come back and connect with QuickBooks again. If you change something on QuickBooks, you'll want to change it on InkSoft as well. This will ensure a stable connection and help you avoid any issues.


 

Aligning with the 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.

Example: I want my Inventory Items/Products to go into my Cost of Goods Sold Account on QuickBooks. 

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

  • Click Save

 

The QuickBooks Chart of Accounts

Unsure of which  Chart of Accounts to use? Follow the steps below to see which chart of accounts are associated with each name. You can cross-reference this information with what appears in the drop-down boxes in InkSoft. 

  • Login to your QuickBooks Account
  • Click Bookkeeping
  • 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 in QuickBooks. In order to enable them, click to gear icon in the top right, then > 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.

 

Next Steps: Learn how to Export Orders to QuickBooks!