QuickBooks: How to set up the Quickbooks Online integration

Authorizing your Quickbooks Online connection

1. Click on your name
2. Select “Integrations” 
3. Select the blue button "Add an Integration" dropdown arrow
4. Choose "accounting"
5. Select “Quickbooks Online”
6. Click the QB “Connect” button
7. Authorize Intuit to securely share your data with RoasterTools

Settings

After authorizing your Quickbooks Online account with RoasterTools, you should review your preferences for the settings. To get there go to:

Name (top right) > Integration > Quickbooks Online (three dots on right) > edit > settings sections and set to your preferences

Order Numbering

This setting determines whether to use RoasterTools' order number or the next available Quickbooks Online invoice number when orders are synced from RT to QBO. Most customers prefer using RoasterTools order numbers as their invoice numbers in the accounting platform because:

• The same reference number in both systems
• Easier to track orders
• Simplified customer communication
• More efficient reconciliation

Best practice is to use RT number in QB when the order is created. To have the setting make sure the toggle below is off.

ACTION REQUIRED: You will want to review you settings in Quickbooks Online to ensure the numbers sync correctly

1. Log into QuickBooks Online
2. Click the Gear icon ⚙️ (Settings) in the top right corner
3. Select "Account and Settings"
4. Click the "Advanced" tab
5. Look for "Custom transaction numbers"
   • This setting should be OFF for proper integration with RoasterTools. If ON, you'll need to turn it OFF.

This setting will maintain consistency with your invoices in RoasterTools and Quickbooks Online. If you create an invoice in QBO (not synced from RT) the invoice numbers will be generated by QBO and continue using the next available number from the QBO numbers (not from the RT number)

Transaction Date

You can customize what date will be used when the invoice on the invoice when it is created in Quickbooks Online. If you export before your preferred transaction date, the invoice will use the date the order was created. Please see the options below and the definitions for each date:

Submitted Date: Date the order was created/submitted (noted on the order as Order Date)

Production Date: Date the order started production (noted on the order as production date)

Fulfilled Date: the date that the order is marked as fulfilled in Operations.  Fulfilled happens before shipment, so this date reflects when all of the items are marked as fulfilled. (not noted on the order) 

Shipped Date: the actual date that it was marked as shipped, not the planned one. (noted on the order as Ship Date)

Ecommerce Order Exports

You can specify a single customer in QBO to assign all commerce customers to as well as selecting a default Payment Method in QBO for your commerce orders.

Specify a default single customer to use with imported orders from your commerce platform, so that you can easily export these orders to one customer in Quickbooks Online.  

Purchase Order

RoasterTools can sync the purchase order number in our invoice to a chosen field in your QBO when syncing. Select the appropriate field in the drop down

Automatic Payment Sync

If you want your payments that were made and recorded in RoasterTools (or from your commerce orders) to be reflected in QBO make sure the "yes, automatically sync payments when an order is synced" This the recommended setting.

Map Products & Customers

In order to export your invoices, you will need to map all your products in RoasterTools to an item in QB and all your customers in RoasterTools to a customer in QB.

Quickbooks Online has items, while RoasterTools has products (e.g. Fremont French Blend) and variants (e.g. Fremont French Blend, Whole Bean, 2lb).

You may decide that you want to sync multiple RT variants to the same Quickbooks item as you don’t care whether your Quickbooks Online items has as much detail as you need in RT.

Mapping Products within the Product page

In the product itself, you can map each variant as you're creating the products. If you're still setting up products it is easy to map them as you're doing this.

1. Scroll to the bottom of the product page
2. on the right side of each variant, select the dropdown menu under Quickbooks.

3. Begin typing to search the items you have in QBO.

   

Mapping Customers in the Customer Settings page

You must map each RoasterTools customer before their orders can be exported to Quickbooks Online.

1. in the Customer settings page
2. scroll down the the Accounting Section
3. Select the dropdown and find the customer in Quickbooks Online
4. Press Save

In selecting a customer from the dropdown on the edit screen, note that RoasterTools shows the “Display Name” from Quickbooks Online.  Display Name is unique for each customer on QBO, even sub customers:

In the example above, “969 Ocean View Road” and “55 Twin Lane” are what you’d select on RT when referencing sub-customers for Freeman Sporting Goods.

Bulk Matching Products or Customers

You can also map products in Bulk. If you've already setup your products, it is quickest to map them from the bulk page.

1. Go to Name (top right) > Integrations
2. Select three dots on the right of QB Online > select Edit
3. Select Bulk Matching
4. For Products: From here, begin to type the item name as it wold appear in QB to match it to your RT product.
5. You can also select Customers and match customers in Bulk

Syncing Orders  from RoasterTools To Quickbooks Online

How to create an Invoice in Quickbooks Online from an order from on RoasterTools

You can sync your orders from RoasterTools into Quickbooks Online.  If an order has not been synced, an option will be to ‘Sync’ the order from RoasterTools to Quickbooks.

1. Click “Orders” from the header menu
2. Click the corresponding tab to find the order you need, such as “Ready” or “Shipped”
3. Use the dropdown menu on the far right to select ‘Sync’
4. You can also select multiple orders and use the "batch action" at the top of the page to bulk sync many items at once.
5. If it syncs, there will be a checkmark in the "Synced?" Column.
6. You will receive an email in a few minutes notifying you whether the invoice was successfully created in Quickbooks Online.  If not, it will tell you why it failed.
7. If a payment is associated with the synced order, it will be synced as well.  Please note that payments from ecommerce platforms require you to set a default payment method in the Quickbooks Online integrations page.

TESTING: Test Your settings to ensure orders sync correctly

To ensure your orders are syncing correctly we recommend a handful of scenarios to test before bulk syncing of orders begins. You can either sync an actual order and then delete it or use a test customer (both in RT and QBO)

Note: customers and items need to be mapped before you can sync an order

Things to Test: 

• Order Number - do the orders show up with the intended invoice number (depending on your setting but best practice is RT invoice number displayed) NOTE: also good to test creating an invoice in QBO to ensure it uses it’s own numbering system and does NOT continue the RT numbering sequence.  
• POs: Sync an order with a PO and see that it maps correctly in your accounting platform
• Orders with a payment applied (if you’re using payments) - does the payment sync correctly
• Commerce Order (could be the one with a payment applied) - does this sync properly and is mapped to your 1 online customer in QBO
• General - review a few additional orders to ensure they are syncing correctly - are the products mapped correctly, etc..

New Quickbooks Items - Resync to update the list

RoasterTools made an initial import of your Quickbooks items when you first authorized access to Quickbooks Online.  

If you’ve created items since this initial import, you will need to resync to update the list of QBO items on RoasterTools.   You can do this by:

1. go to Name > Integrations
2. Select the three dots to the right of the QBO integration and select Edit
3. Select Bulk Matching and Products
4. Then you will see the Sync QBO Items on the right side of the page

Creating Customers in Quickbooks Online from RoasterTools (if needed)

If your customer has only been created in RoasterTools, but not in Quickbooks Online, you can create that customer in Quickbooks Online from RoasterTools and sync the two in one click: 

1. Edit a customer (either click on the customer's name in the Customer Matching section of Quickbooks Online or click edit on the customer when viewing the customer list)
2. Scroll down to the section titled Accounting Sync, and click the button Create New Customer on Quickbooks Online:
   
   
3. Your customer should be created in Quickbooks Online in a couple minutes, and matched with RoasterTools

Failed Order Export

If you try to export an order that contains a product or a customer that hasn’t been matched, you will receive an email notifying you that the import failed and which item/customer that needs to be matched.  

Make the necessary match and try to sync the order again.