Connecting and Syncing QuickBooks Online

Requires QuickBooks Online account. For QuickBooks desktop versions, see Importing Invoicing Information into Quickbooks and Setup Settlements for QuickBooks Export.

Although rare, QuickBooks can sometimes have a delay in their updates of the system.

1 How to Connect QuickBooks Online
2 Syncing Data
3 Sync History
- 3.1 How to View
4 Accounts Receivable Aging
- 4.1 Where to Set Up
- 4.2 Customer Specific Override
5 How to Disconnect QuickBooks Online
6 Synced Fields
- 6.1 Customers
- 6.2 Human Resources and Vendors
- 6.3 Agents and Vendors
- 6.4 Invoices
- 6.5 Settlements and Bills

You can set up a two-way connection with QuickBooks Online instead of manually exporting and importing information. This allows syncing of several records (see Synched Fields below for a detailed list).

When the QuickBooks Online option to automatically generate sales tax within QuickBooks Online is enabled it will add tax to the imported invoices. Therefore if you have taxes setup in the Operations App and the QuickBook Online option enabled, taxes will be added twice to the invoice.

Operations App Item	QuickBooks Item

Operations App Item	QuickBooks Item
Customers Customer Name Local Address Local Address2 Local State Local Zip Local Plus4 Local Phone1 Local Phone2 LocalFax UseLocalAsBilling Billing Address Billing Address2 Billing City Billing State Billing Zip Billing Plus4 Billing Contact Name Billing Phone Billing Fax Billing Status Billing Terms Default Email Address Notes UpdatedBy UpdatedWhen	Sales > Customers Invoices and payments are also displayed here.
Invoices	Sales > Invoices Payment terms and aging parameters are reflected in the Invoices section for the customer.
Agents Last Name First Name Address City Zip State NonUSAddress Email1 Phone Fax Mobile UpdatedBy UpdatedWhen	Expenses> Vendors Agents and Human Resources are merged into a QuickBook Vendor record where the display name will have the “A” or “HR” prefix to indicate whether the record is associated with an agent or human resource record in the Operations App.
Human Resources Last Name First Name Address Address2 City State Zip NonUSAddress Email1 Phone Fax Mobile UpdatedBy UpdatedWhen
Settlements	Requires Essentials plan or above. Expenses> Expenses Operations App settlements will be exported to QuickBooks as “Bills”. If you open a vendor record, it should also list their bills that are attached to them.

How to Connect QuickBooks Online

Connect to QuickBooks Online in the Global Options.

Click Options in the toolbar.
Go to the Accounting tab then click the QuickBooks Online tab.
Check Enable Two-Way Integration.
Log in to QuickBooks Online to authenticate the connection.
Select QuickBook account to sync (if you have multiple accounts).

Syncing Data

Syncing data will not remove any existing items in QuickBooks Online. While syncing is done automatically, you can also manually sync data in the Operations App with QuickBooks Online.

Manually Sync an Agent, Customer, or Human Resource Record

Click the Export or Import QuickBooks button in the record form.

Manually Sync an Invoice Batch or Invoice

Right-click on the batch or invoice you would like to sync and select Export > Manual Integration Sync w/QuickBooks Online.

Manually Sync a Settlement

From the Display Settlement action, right-click on the settlement you would like to sync and select Manual Integration Sync w/QuickBooks Online.

Sync History

You can see the sync date, data type, who initiated the sync, and the sync results.

How to View

Click Options in the toolbar.
Go to the Accounting tab then click the QuickBooks Online tab.
Click Sync History.

Accounts Receivable Aging

Customer accounts can automatically be changed to "Past Due" and/or "Credit Hold" when the account is carrying an outstanding balance based on the selected Aging Type.

The customers marked as "Past Due" will receive a warning message that they have an outstanding balance that needs to be addressed, while the "Credit Hold" will not allow the customer to place any further orders until the aging period balance that was marked for credit hold is paid. These warnings are displayed in the Operations App and Client Portal.

The Start Past Due Warning and Start Credit Hold Enforcement options are based on the selected Aging Type day and aging enforcement will work alongside Credit Limit enforcements. The limit first reached will trigger its enforcement, then if a secondary limit is reached, the secondary enforcement setting will be applied.

Where to Set Up

Click Options in the toolbar.
Go to the Accounting tab then click the Accounts Receiveable Aging tab.

Customer Specific Override

You can override the global setting for a customer on the customer record. From the customer record, go to the Invoices tab and click Aging Alert Override.

How to Disconnect QuickBooks Online

Click Options in the toolbar.
Go to the Accounting tab then click the QuickBooks Online tab.
Click the Disconnect from QuickBooks button.

Synced Fields

Customers

Operations App Field	QuickBooks Field	Notes

Operations App Field	QuickBooks Field	Notes
Name + Customer Number	Display name	Maximum of 500 characters. Must be unique across all QuickBook Customer and Vendor records. Cannot contain the following characters: : $ % ^ ( ) ' [ ] { } \ \| “ < > / \t (tab character) \n (newline character)
Name	Print on check as	Maximum of 110 characters. Cannot contain the following characters: : $ % ^ ( ) ' [ ] { } \ \| “ < > / \t (tab character) \n (newline character)
Invoice due in X days	Billing Terms	The number in the Operations App field will show up as “Net X” in QuickBooks. For example, “Invoice due in 6 days” shows up as “Net 6” in QuickBooks. If the value in the Operations App is set to 0, the billing term is set to “Due on receipt”.
Local address	Shipping address
If “billing address” is checked: Billing address If “billing address” is not checked: Local address	Billing address
If “billing address” is checked: Billing address email If “billing address” is not checked: Local address email	Email	Maximum of 100 characters. Supports multiple email addresses.
If “billing address” is checked: Billing address phone If “billing address” is not checked: Local address phone 1	Phone	Maximum of 30 characters.
Local address phone 2	Mobile	Maximum of 30 characters.
If “billing address” is checked: Billing address fax If “billing address” is not checked: Local address fax	Fax	Maximum of 30 characters.
Notes	Notes	Maximum of 2000 characters.

Human Resources and Vendors

Operations App Field	QuickBooks Field	Notes

Operations App Field	QuickBooks Field	Notes
First + Last + “-HR” + ID	Display name	Maximum of 500 characters. Must be unique across all QuickBook Customer and Vendor records. The “-HR” delimiter is used to differentiate between agent accounts that may have the same values for the first, last, and ID fields. Cannot contain the following characters: : $ % ^ ( ) ' [ ] { } \ \| “ < > / \t (tab character) \n (newline character)
First + Last	Print on check as	Maximum of 110 characters.
First	First name	Maximum of 100 characters.
Last	Last name	Maximum of 100 characters.
Email 1	Email	Maximum of 100 characters. Supports multiple email addresses.
Home	Phone	Maximum of 30 characters.
Mobile 1	Mobile	Maximum of 30 characters.
Fax	Fax	Maximum of 30 characters.
Address	Address
Class	Category	For Driver Pay - “XD Vendor Settlements:” with the human resource Class of the driver. For Deductions - “XD Vendor Deductions:” with the Deduction Description (from Maintenance > Deduction Items). See Deduction Items (Classic Operations App) or Deduction Items.
Deduction - Description	Category
	Description	Hardcoded values. Driver Pay Deduction

Agents and Vendors

Operations App Field	QuickBooks Field	Notes

Operations App Field	QuickBooks Field	Notes
First + Last + “-A” + ID	Display name	Maximum of 500 characters. Must be unique across all QuickBooks Customer and Vendor records. The “-A” delimiter is used to differentiate between human resource accounts that may have the same values for the first, last, and ID fields. Cannot contain the following characters: : $ % ^ ( ) ' [ ] { } \ \| “ < > / \t (tab character) \n (newline character)
First + Last	Print on check as	Maximum of 110 characters.
First	First name	Maximum of 100 characters.
Last	Last name	Maximum of 100 characters.
Email 1	Email	Maximum of 100 characters. Supports multiple email addresses.
Business	Phone	Maximum of 30 characters.
Mobile	Mobile	Maximum of 30 characters.
Fax	Fax	Maximum of 30 characters.
Address	Address
Class	Category	For Driver Pay - “XD Vendor Settlements:” with the human resource Class of the driver. For Deductions - “XD Vendor Deductions:” with the Deduction Description (from Maintenance > Deduction Items). See Deduction Items (Classic Operations App) or Deduction Items.
Deduction - Description	Category
	Description	Hardcoded values. Driver Pay: (Driver Name) Deduction: (Driver Name)

Invoices

Operations App Field	QuickBooks Field	Notes

Operations App Field	QuickBooks Field	Notes
Customer email	Customer email	Associated with the customer’s email address in the invoice. Maximum of 100 characters.
Invoice number	Invoice number	Maximum of 21 characters.
Item description	Line item description	Maximum of 200 characters.
Item quantity	Line item quantity	Must be a decimal number.
Item amount	Line item amount	Must be a 15 digit number, where 5 digits in that number are reserved for the decimal places.

Settlements and Bills

Operations App Field	QuickBook Field	Notes

Operations App Field	QuickBook Field	Notes
Settlement number	Bill number	Maximum of 21 characters.
Item description	Line item description	Maximum of 200 characters.
Item quantity	Line item quantity	Must be a decimal number.
Item amount	Line item amount	Must be a 15 digit number, where 5 digits in that number are reserved for the decimal places.

Knowledge Base