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.

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).

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

Requires an account with QuickBooks Online and will not work with QuickBooks desktop versions.

Connect to QuickBooks Online in the Global Options.

  1. Click Options in the toolbar.

  2. Go to the Accounting tab then click the QuickBooks Online tab.

  3. Check Enable Two-Way Integration.

  4. Log in to QuickBooks Online to authenticate the connection.

  5. Select QuickBook account to sync (if you have multiple accounts).

Syncing Data

If there are spelling differences, duplicates may occur in QuickBooks Online.

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 QuickBook 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

Requires Essentials plan or above.

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

  1. Click Options in the toolbar.

  2. Go to the Accounting tab then click the QuickBooks Online tab.

  3. Click Sync History.

Accounts Receivable Aging

QuickBooks two-way integration must be enabled.

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 Rapidship.

Rapidship Warning Example

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

  1. Click Options in the toolbar.

  2. 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

  1. Click Options in the toolbar.

  2. Go to the Accounting tab then click the QuickBooks Online tab.

  3. 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

 

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

 

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.