Accounting Integration: How to set up the Quickbooks Desktop and Xero Integration

📣 Watch this Video 🎥 {link here} first for a quick overview of connecting to Quickbooks Desktop.

Before Connecting to QBD please review the items below:

• File Size: Depending on the file size it can take up some time to process the initial sync
• Timing: Do the initial sync at the end of the day or during quiet hours to avoid slowing down your system.
• Setting in QBD: During the INITIAL sync - you do not need to select the box for "auto sync" (you will do this after the initial sync)
• Stop Sync: If you need to, you can stop an in-process sync by using the Task Manager (press ctrl + alt + delete to bring up the task manager), and clicking "End Task". It won't affect anything, and it will restart the process from where you left off.
• If the sync fails: please take a screenshot and share it with your implementation person helping you or support@roastertools.com

Connecting QBD / Xero to RoasterTools

In order to connect your account to Quickbooks Desktop or Xero:

1. Go to your name in the top right corner 
2. Click on Integrations.

3. Once in the integration section, select the Add an Integration button > Accounting.

4. Select Create a Connection on the Quickbooks Desktop or Xero option.

5. A new screen will open where you will be prompted to enter your QBD account information and follow a series of steps for the initial setup.
6. Follow the prompts to connect to QB Desktop.  

Payment Syncs in QBD

We use an integration partner to connect RoasterTools with your Accounting app account. The process happens in two main steps:

1. Creating the invoice
2. Applying the payment

Here are the step-by-step instructions for this process:

Part 1: Creating the Invoice

1. In RoasterTools, click “Sync Invoice.”
2. RoasterTools sends the invoice details to our integration partner.
3. The integration partner securely holds this information until QuickBooks is ready.
4. Open QuickBooks Web Connector and click “Update Selected” (or it will run automatically if auto-run is enabled).
5. QuickBooks creates the invoice in your accounting software.

6. RoasterTools gets notified that the invoice was created successfully.

   
   

Part 2: Applying the Payment

1. After the invoice is created, RoasterTools sends the payment details to the integration partner.
2. The integration partner again waits for QuickBooks to connect.
3. Open QuickBooks Web Connector and click “Update Selected” again (or wait for the auto-run).
4. The payment is then applied to the invoice in QuickBooks.