QuickBooks: 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 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

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.  

• Review the settings

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

  

Step Three - 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.

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

Mapping Customers

New Quickbooks Items and Mapping Products

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

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

Step Four - Syncing Orders 

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.

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.