How to set up the Quickbooks Online integration

Step One - Authorizing your direct Quickbooks Online integration

  1. Click on your name
  2. Select “Integrations” 
  3. Select “Quickbooks Online”
  4. Click the QB “Connect” button
  5. Authorize Intuit to securely share your data with RoasterTools

Step Two - Initial Setup

After authorizing your Quickbooks Online account with RoasterTools, you will be prompted with a couple optional preferences:

  • Transaction Date - customize what date is used when invoices are created in Quickbooks Online.
  • Imported Customer Matching - specify a default single customer to use with imported orders from Shopify or something similar, so that you can easily export these orders to Quickbooks Online.  

Step Three - Map Products & Customers

After authorizing your connection to Quickbooks Online, you'll notice two new menu items in the "Bulk Matching" section to match "Customers” and “Products”.  

Each presents a list of items that require additional matching.  At first, this will be every product and customer. 

In addition, 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.  

Simply make the necessary match and try to sync the order again.  Keep repeating this process until you have successfully exported the order.

Mapping Products

In order to map your RoasterTools products to QBO items, you must edit each product and assign it to an existing QBO item.  

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 on the math “Products” page in the Quickbooks Online integrations page by clicking the “Sync QBO Items” button.   

It may be worth noting that 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.

Creating Customers in Quickbooks Online from RoasterTools (if needed)

If your customer has only been created in RoasterTools, but not in Quickbooks Online, then you can create that customer in Quickbooks Online 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

Mapping Customers

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

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.

Step Four - Syncing Orders 

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

As part of this feature, the orders page has been updated to support syncing orders one-by-one to 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 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.
  5. 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.
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