Setting Up and Using QuickBooks Online Integration with QBench

Overview

This article explains how to set up, subscribe to, and use the QuickBooks Online (QBO) integration with QBench, including relevant field definitions and step-by-step instructions.

Table of Contents

1. Subscription Requirements
2. How to Set Up QuickBooks Online Integration
3. How the Integration Works
4. Field Definitions and Relevant Fields
5. Troubleshooting and FAQs

Subscription Requirements {#subscription-requirements}

Before setting up QuickBooks Online integration:

• Ensure you have a valid QuickBooks Online account.
• Purchase the QuickBooks Online Integration subscription from your Technical Account Manager.

How to Set Up QuickBooks Online Integration {#setup}

Follow these steps to enable the integration:

1. Navigate to Integration Settings:
   
   
   • Go to Configuration > Application > QuickBooks Online in QBench.
2. Authenticate with QuickBooks Online:
   
   
   • In the Authenticate with QuickBooks tab, click on Connect to QuickBooks.
   • Log in to your QuickBooks Online account using an administrator account and grant access to QBench.
   • Once authenticated, refresh the page to confirm successful integration.
3. Configure Sync Settings:
   
   
   • Use the provided options to customize syncing behavior, such as default Tax Rates and Product linking.
   • Create additional fields (if needed) for specific functionality like online payments. See the "Field Definitions" section for detailed instructions.
4. Testing:
   
   
   • Use a sandbox environment to test integration and avoid live data conflicts.

How the Integration Works {#integration-works}

Supported Use Cases

1. Invoices:
   
   
   • Syncs invoices from QBench to QuickBooks Online when moved to the "INVOICED" status.
   • Invoice numbers use a QBench custom ID or a "QB-" prefix if no custom ID is configured.
2. Customers:
   
   
   • Matches customers between QBench and QuickBooks Online using exact names.
   • Creates new customer records in QuickBooks Online if none exist.
3. Products and Services:
   
   
   • Links QBench assays and panels to QuickBooks Online products and services using matching names.
4. Payments:
   
   
   • Payments recorded in QuickBooks Online can be synced back to QBench.

Additional Notes

• Tax Rates: Ensure tax rate names in QBench match those in QuickBooks Online. Tax Rates in QBench can be set up under General Settings (Configuration > Application > General).
• Field Updates: Changes in QBench fields for invoices and customers will overwrite corresponding QuickBooks Online fields.
• Errors: Sync errors are logged in the "QuickBooks Response Log" on the invoice detail page.

Field Definitions and Relevant Fields {#field-definitions}

Core Fields

Field Name	Type	Options	Object	Purpose
Address	Text	N/A	Customer	Ensure address details match between systems.
Tax Rate Name	Text	N/A	General	Matches tax rates between QBench and QuickBooks Online.
QuickBooks ID	Text	N/A	Assay, Panel, Customer, Invoice	Unique identifier for the QuickBooks Online entry.
QuickBooks Edit Sequence	Text	N/A	Assay, Panel, Customer, Invoice	Tracks edits in QuickBooks Online to ensure sync integrity.
QuickBooks Last Synced	Text	N/A	Assay, Panel, Customer, Invoice	Timestamp of the last successful sync.
QuickBooks Response Log	Text	N/A	Assay, Panel, Customer, Invoice	Stores logs of sync responses for troubleshooting.

Additional Fields

Field Name	Type	Options	Object	Purpose
qbo_allow_online_ach_payment	Dropdown	["YES", "NO"]	Invoice	Enables ACH payment options in QuickBooks Online.
qbo_allow_online_credit_card_payment	Dropdown	["YES", "NO"]	Invoice	Enables credit card payment options.
qbo_memo	Textbox	N/A	Invoice	Syncs invoice memos to QuickBooks Online.
qbo_billing_email	Text	N/A	Customer	Syncs the primary billing email address.

Definitions of Field Types

• Core Fields: Predefined system fields that cannot be deleted.
• Additional Fields: User-created fields for specific configurations.
• Default Value: Automatically populated values for faster data entry.

For details on configuring fields, refer to the Fields and Data Types documentation.

Troubleshooting and FAQs {#faqs}

Common Issues

1. Customer Duplication:
   
   
   • Ensure customer names are identical in both systems. Additionally, there is a setting in General Settings to enforce unique customer names, which can help prevent duplication.
   • Use sandbox testing to identify potential conflicts.
2. Invoice Sync Errors:
   
   
   • Check the "QuickBooks Response Log" for details.
   • Verify Tax Rates and product names match in both systems.
3. Authentication Problems:
   
   
   • Reconnect via Configuration > Application > QuickBooks Online.

Related Articles

• Fields and Data Types Configuration Guide