QuickBooks Integration

The QuickBooks integration allows you to set up automatic synchronization with QuickBooks. Synchronization options are available for customers, vendors, and invoices. Check the step-by-step instructions for its setup below.

How to set up the QuickBooks integration

The “Customers” tab

The “Vendors” tab

The “Invoices” tab

Note: The QuickBooks integration feature is available on demand only.

How to set up the QuickBooks integration

To set up the QuickBooks integration on the Accounting side: 

• Go to the Account > Settings section, and select the CRM Integrations tab.

• Click the “Configure” button in the “Actions” column next to the QuickBooks integration, and the system will redirect you to the QuickBooks and Books360 connection setup.
• To enable the integration, select the “Enabled” option in the “Active” field and click the “Save” button.

• After this action, you will be redirected to QuickBooks to complete the following setup steps.

• When finished, you will be redirected to Books360 with the success message displayed.

• Next, you need to update/obtain the Bank Accounts and Payment Methods directories from the QuickBooks service in Books360, which are necessary for compiling payment system correspondence for payments. To perform this step, click the “Update Lists” button in the “Actions” column. In the pop-up window, click the “Yes” button to submit the form. It performs a request in QuickBooks to update/receive directories. On the QuickBooks side, these directories can be seen through the link: https://sandbox.qbo.intuit.com/app/lists

Note: All entities are saved in the Bank Accounts directory, but only records with the Type = “Bank” and “Other Current Asset” parameter can be linked to a payment.

• To proceed with setting up additional synchronization options with QuickBooks, click the “Additional Settings” button in the “Actions” column and fill in the required fields in a pop-up window: 
  • One Transaction Invoice: Select the “Disabled” option to synchronize all transactions on the invoice separately. Select the “Enabled” option to enter one transaction, which sums up all invoice transactions.
  • One Transaction Description: Use that field to create a format for displaying the invoice name. For example: Invoice: {invoiceNumber} / {invoiceDate} / {client} → Example: Invoice: 69-BIZ1-1 / Feb 27, 2023 / Buyer1. Note: This field is only available when the “One Transaction Invoice” option is enabled.
  • Split Invoice: When this option is enabled, the system checks the transaction dates during invoice synchronization with QuickBooks. If the transactions within an invoice span multiple months, the system automatically generates separate invoices in QuickBooks — each containing only the transactions that occurred within one month.
  • Sync Custom Fields: Select the option to enable/disable custom fields synchronization with QuickBooks. The “Sync Custom Fields” option controls whether custom fields (like CampaignId, Invoice Number, and potentially others) are synchronized between Books360 and QuickBooks. Note: To set up the invoice custom fields, go to Customer Management > Customers section, and click the “Invoice Custom Fields” button next to the corresponding customer.

• • Automatically create invoices for synced customers: Select the option to enable/disable the automatic synchronization of invoices for already synchronized clients.
  • Invoice Date: Select the option to define which date the system should assign to the invoice (Invoice Date To / Creation Date / Date of sync with QB). Note: Invoice Date To is the end of the period the invoice covers. For example, if the invoice includes transactions from November 1 to November 30, the “Invoice Date To” would be November 30.
  • Service/Product: Select the “Services” option for the correct synchronization.
  • Payment methods syncing: In this field, you should set up the mapping between the internal payment system and the Bank Account and Payment Method of the QuickBooks service. Note: This is necessary in case of automatic payment using a synchronized invoice through the payment system.
  • In the “Default” section, you can set the parameters the system should use in case of a missing “brokerId” or when the “bankAccount” and “paymentMethod” values are not specified for payment.

Click the “Save” button to finish setup.

After completing the setup, you’ll need to synchronize your customers, vendors, and invoices between Books360 and QuickBooks. Follow the steps below to get started.

The “Customers” tab

The “Customers” tab displays a list of Accounting service Clients and their correspondence with QuickBooks service Customers. To view this tab, go to the CRM Integrations > QuickBooks section and select the “Customers” tab. Initially, customers are not synchronized, so next to each client, a “Sync with QB” button is displayed in the “Actions” column.

Note: The customer email field must be filled in the Control Panel to enable invoice synchronization.

You can view the list of customers on the QuickBooks side. Here you can view detailed information about each customer by clicking on their name.You can narrow down the search results using the following filters: 

• Client: Enter the name or ID of the client.
• Status: Select the status of the client (Synced / Unsynced).
• Email: Enter the email address of the client.

The “Customers” tab contains the following information: 

• Client: The name of the client and the client ID.
• Email: The email address of the client.
• QuickBooks CustomerID: The CustomerID of the client in QuickBooks.
• Synced At: The date when the client has been synchronized with QuickBooks.

To synchronize with the QuickBooks customer, go to the CRM Integrations > QuickBooks section, and select the “Customers” tab. Click the “Sync with QB” button in the “Actions” column next to the corresponding client. In a pop-up window, select the corresponding QuickBooks customer in the “QuickBooks Customer” field, or click the “Create QB Customer” button to create a new QuickBooks customer for this client in Books360.

To synchronize several clients with the QuickBooks service at once, click the “Bulk Change” button. Check the boxes next to the corresponding clients, and click the “Create and sync Customer” button.

Note: The bulk change has a limit of 30.

Confirm your intention in a pop-up window.

Note: This action will create customers on the QuickBooks service and sync them with the selected clients in Books360.

To view the detailed information about the corresponding client in Books 360 and the customer in QuickBooks, click the “View Info” button in the “Actions” column.

To unbind the Books360 client data from the corresponding customer in QuickBooks, click the “Unsync” button in the “Actions” column. Click the “Unsync” button in a pop-up window to proceed.

The “Vendors” tab

The “Vendors” tab displays a list of vendors of the Accounting service and their correspondence with the vendors of the QuickBooks service. Initially, vendors are not synchronized, so next to each vendor, a “Sync with QB” button is displayed in the “Actions” column.

Note: The vendor email field must be filled in the Control Panel to enable invoice synchronization.

You can view the list of vendors on the QuickBooks side. Here you can view detailed information about each vendor by clicking on their name.

You can narrow down the search results using the following filters: 

• Vendor: Enter the vendor's name or ID.
• Status: Select the status of the vendor (Synced / Unsynced).
• Email: Enter the email address of the vendor.

The “Vendor” tab contains the following information: 

• Vendor: The name and the ID of the vendor.
• Email: The email address of the vendor.
• QuickBooks VendorID: The VendorID of the vendor in QuickBooks.
• Synced At: The date when the vendor has been synchronized with QuickBooks.

To synchronize with the QuickBooks vendor, go to the CRM Integrations > QuickBooks section, and select the “Vendors” tab. Click the “Sync with QB” button in the “Actions” column next to the corresponding vendor. In a pop-up window, select the corresponding QuickBooks vendor in the “QuickBooks Vendor” field, or click the “Create QB Vendor” button to create a new QuickBooks vendor for this vendor in Books360.

To synchronize several vendors with the QuickBooks service at once, click the “Bulk Change” button. Check the boxes next to the corresponding vendors, and click the “Create and sync Vendor” button.

Note: The bulk change has a limit of 30.

Confirm your intention in a pop-up window.

Note: This action will create vendors on the QuickBooks service and sync them with the selected vendors in Books360.

To view the detailed information about the corresponding vendor in Books 360 and the vendor in QuickBooks, click the “View Info” button in the “Actions” column.

To unbind the Books360 vendor data from the corresponding vendor in QuickBooks, click the “Unsync” button in the “Actions” column. Click the “Unsync” button in a pop-up window to proceed.

The “Invoices” tab

The “Invoices” tab displays the Accounting invoices and their correspondence to QuickBooks Invoices. Initially, invoices are not synchronized, so next to each invoice, in the “Actions” column, the “Sync with QB” button is displayed. This tab allows you to view and search for invoices by client, date, and sync status.

Note: The customer email field must be filled in the Control Panel to enable invoice synchronization.

You can view the list of invoices on the QuickBooks side. Here you can view detailed information about each invoice by clicking on its name.

You can narrow down the search results using the following filters: 

• Client: Enter the name or the ID of the client.
• Date: Select the date range of the invoice creation.
• Sync Status: Select the status of the invoice (Synced / Unsynced).

The “Invoice” tab contains the following information: 

• ID: The identification number of the invoice.
• Client: The name and the ID of the client to whom the invoice has been sent.
• Number: The invoice number.
• Date: The date of invoice creation.
• Status: The status of the invoice (Paid / Not paid / Overdue).
• Amount: The amount of the invoice.
• Paid/Due: The amount already paid for the invoice and the amount left to pay for the invoice.
• QuickBooks InvoiceID: The Invoice ID of the invoice in QuickBooks.
• Synced At: The date when the invoice has been synchronized with QuickBooks. 

To synchronize the invoice with QuickBooks, go to the CRM Integrations > QuickBooks section, and select the “Invoices” tab. Click the “Sync with QB” button in the “Actions” column next to the corresponding invoice. Depending on the client's synchronization status, the pop-up displays either information about the client or a message about new customer creation. In a pop-up window, click the “Sync” button to finish.

To view the detailed information about the corresponding invoice in QuickBooks, click the “View QB Info” button in the “Actions” column.

To synchronize several invoices at once, click the “Bulk Change” button, check the boxes next to the corresponding invoices, and click the “Sync invoice” button.

Confirm your intention in a pop-up window.

Invoices that are partially paid are synchronized with QuickBooks in “Not paid” status, and transactions and payments are also transferred to QuickBooks.

If you delete a synchronized invoice on the QuickBooks side, then it must be unlinked manually in Books360 by clicking the “View QB info” and “Delete” buttons next to the corresponding invoice.

If you delete a synchronized invoice on the Books360 side, it will be automatically deleted from QuickBooks.