With QuickBooks Connector, you're able to set up your complete integration within minutes using our simple setup process. Below is a step by step walk through the process, highlighting some useful key points throughout the process:
Connect
Begin here by connecting your apps to QuickBooks Connector. If you haven't already connected your apps, you can follow our guides to integrate FreshBooks and QuickBooks Online. Select Manage to move forward.
Configure
The configuration process described below is for a standard integration between FreshBooks and QuickBooks Online. If you are also connecting a third app, then you'll have to configure this as you go through the setup process.
You will now be presented with workflows which are all optional. In this walkthrough, these workflows will be tackled to demonstrate the full capabilities of the setup process.
- Invoices from FreshBooks to be sent into your QuickBooks Online
- Expenses from FreshBooks to be sent into your QuickBooks Online
1. Start the configuration process by selecting the first workflow, to sync FreshBooks invoices into QuickBooks Online, as shown below.
Once you've selected the first option to create invoices in your QuickBooks Online you'll be asked to:
- Select the FreshBooks invoice statuses from which the app will retrieve sales to sync into your Accounting system.
(e.g. Depending on the nature of your business, you may want to also sync invoices in the Pending or Autopaid statuses) - Select how FreshBooks invoices will appear in your accounting system. In the case of QuickBooks Online, choose if you want your FreshBooks invoices to be sent to QuickBooks Online as Sale Invoice or Sales Receipts. Please select the appropriate option for your business.
2. Next, there are advanced settings which you can add by clicking Advanced Options
A) Invoice Number Prefix - The prefix you input here is added to all invoices retrieved from your FreshBooks account. For example: If you have invoice '1234' in FreshBooks and you add the prefix 'FB' in the configuration, your invoice will be retrieved into QuickBooks Connector with the invoice number 'FB1234' and sent to QuickBooks Online accordingly.
B) Assign Sales to Class / Assign Sales to Location - These 2 options allow you to choose a default Class or Location within your QuickBooks Online system. This is an option unique to QuickBooks Online, and only if you have set up Classes or Locations within your QuickBooks company file.
C) Original Customer / Customer's Organization / Generic Online Sale Customer - Most Accounting systems require a customer record to be specified when a sales invoice is created. This particular option allows you to choose the nature of the customer record that is being created. The default option is Original Customer, however, if your FreshBooks customers specify a company name and you prefer to have that appear within your Accounting system instead, then you can opt for the Customer's Organization option.
Alternatively, if you do not want any customer records to be created within your Accounting system at all you can select the Generic Online Sale Customer option, this means all sales will be synced to your Accounting system against a generic "FreshBooks" customer record.
You can read more about how this works here.
D) Automatic Invoice Numbers - This option allows you to disregard the FreshBooks invoice number completely, and use the sequential numbering convention within your accounting system.
NOTE: To generate Invoice Numbers in Quickbooks, the Custom Transaction Numbers option in the Sales settings must be off.
E) Discount Product - Ensure all discount line items that are not assigned to a specific discount product are assigned to the default discount product selected here. You can select your own from the drop-down or just use the default already selected.
F) Rounding Off Product - Please select the preferred product to be used when sending rounding discrepancies as a line item.
You can read more about how special products work here.
G) DueDate Offset - A due date type will be assigned if transactions do not have a due date. This is calculated using the transaction date, the Due Date Offset and the type specified. If not set, the transaction date is used as the due date.
H) Allow Credit Card Payments - Tick this option if you want to allow credit card payments for the transactions.
3. Matching FreshBooks products with QuickBooks Online
In order for sales to properly integrate with your accounting system, we expect that you have all of your FreshBooks items set up with unique Item Names.
Please Note: With QuickBooks Online integrations, we have 2 product matching options:
NAME: We match the product's SKU field from FreshBooks to the product's NAME field in QuickBooks Online
SKU: We match the product's SKU field from FreshBooks to the product's SKU field in QuickBooks Online
4. If you'd like QuickBooks Connector to Create new items in QuickBooks Online, you can enable this option. On the Items Settings configuration page, you'll have to select the income and expense accounts to be used for your inventoried and non-inventoried items.
You can find more information on the integration of items here.
5. Next, you'll be taken to the tax configuration page. Here, for each tax created/defined in your FreshBooks, you must select its corresponding tax code in QuickBooks Online.
You can read more about Configuring Tax With QuickBooks Connector here.
6. Next, Payment configuration settings will allow you to select whether you want payment data from FreshBooks to be registered against your sales within your QuickBooks Online.
If you want to map different payment methods to different clearing accounts, this can be done via the Advanced Options. You can read more about how this works here.
Note: If you are unsure of which clearing accounts to use, please consult with your accountant.
Make sure you click on Save once you are happy with your changes.
7. The next workflow option will allow QuickBooks Connector to retrieve all of your FreshBooks expenses and create them as Bills into your QuickBooks Online.
Similar to your invoice setting, you can assign DueDate Offset days, Assign expenses to Class and Location under your Expense settings.
Clicking on the Advanced Options will allow you to add a Purchase Number Prefix.
8. Next, you'll be taken to the tax configuration page for your Expenses. Here, for each tax created/defined in your FreshBooks, you must select its corresponding tax code in QuickBooks Online.
You can read more about Configuring Tax With QuickBooks Connector here.
9. Match Expense Categories in FreshBooks to QuickBooks Online - You will also have to map your FreshBooks expense categories to corresponding expense accounts in your QuickBooks Online.
10. If you'd like QuickBooks Connector to Create new items in QuickBooks Online you can enable this option. On the Items Settings configuration page, you'll have to select the income and expense accounts to be used for your inventoried and non-inventoried items.
You can find more information on the integration of items here.
Make sure you click on Save once you are happy with your changes.
Sync
Once you are finished in configuring your integration set up, you can proceed in setting up your sync settings.
The Integration Starting Date setting specifies a filter against your FreshBooks invoice date. This means any invoices dated before the specified date will not sync.
Once you have agreed to the QuickBooks Connector user terms and conditions, you can then turn on the automated hourly sync!
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