QuickBooks Online integration

This topic describes how set up and use the QuickBooks Online integration.

QuickBooks Online is an accounting software package. Use this integration to synchronize data from your Rebilly account to your QuickBooks Online account.

Integrate QuickBooks Online

This section describes how to connect QuickBooks Online with Rebilly and how to configure the integration.

Use this integration to synchronize the following data from Rebilly to QuickBooks Online:

• Customers
• Invoices
• Transactions
• Refunds
• Revenue recognition entries
• Balance transaction entries

Step 1: Connect to QuickBooks Online

This section describes how to connect QuickBooks Online to Rebilly.

1. If you have not already done so, sign in to Rebilly .
2. In the left navigation bar, click , then click QuickBooks Online .
3. Click Connect to QuickBooks Online .
4. In the newly opened window, sign in to your Intuit Account, if you have not already done so.
5. In the newly opened window, click Connect .
6. You are now redirected to the QuickBooks Online integration configuration in Rebilly.

Step 2: Configure QuickBooks Online integration

The sections describe how to integrate and configure different types of data from Rebilly to QuickBooks Online.

2.1: Configure customers

This section describes how to configure the integration to create new customers in QuickBooks Online and associate existing customers with invoices. When an invoice is created in Rebilly, it is associated with the same customer in QuickBooks. If the customer is not found, a new customer is created in QuickBooks.

Configure the customer display name so that the customer in Rebilly is matched with the customer in QuickBooks Online:

On the QuickBooks Online integration configuration page, in the Invoices section:

• Click the Customer display name dropdown, and select how customers appear in QuickBooks Online.
  For more advanced configuration, use the Customer display name text field to compose the customer display name.

2.2: Configure invoice creation

This section describes how to configure the integration to create invoices in QuickBooks Online. When an invoice is created in Rebilly, it is also created in QuickBooks Online. This is required for the integration of other data types and can not be turned off.

On the QuickBooks Online integration configuration page, in the Invoices section:

1. Click the Unearned revenue account dropdown, and select an account to hold the revenue for each invoice.
2. Optionally, click the Taxes account dropdown, and select an account to hold the taxes.
   If no account is selected, taxes are added to the line items of the invoice as tax. If an account is selected, taxes are added to the invoice as separate line items.
3. Optionally, click the Department dropdown, and select a department for the invoice.
4. Optionally, click the Template item name dropdown, and select an item name for the invoice.
   The template item name should match the item name in QuickBooks Online, if the item name is not found, it is created.
5. Optionally, click the Template item description dropdown, and select an item description.
   This is not displayed on the invoice, but this is used when creating the item.
6. Optionally, click the Template item sku dropdown, and select the sku for the item.
   This is not displayed on the invoice, but this is used when creating the item.
7. Optionally, click the Template item line description dropdown, and select the description for the line item.
8. Optionally, click the Template tax name dropdown, and select a tax name for the invoice.
   This is only used when an account is selected from the Taxes accounts dropdown, this must match the item name of the tax in QuickBooks Online, if the tax item is not found, it is created.
9. Optionally, click the Template tax description dropdown, and select the tax description.
   This is only used when a Taxes accounts is selected, this is not displayed on the invoice, but this is used when creating the tax item.
10. Optionally, click the Template tax sku dropdown, and select the tax sku.
    This is only used when a Taxes accounts is selected, this is used when creating the tax item.
11. Optionally, click the Template tax line description dropdown, and select a description for the tax line item.

2.3: Optionally, configure invoice updates

To synchronize invoice updates to QuickBooks Online:

• At the top of the Invoices section, select the Update invoice checkbox.

2.4: Optionally, configure voiding invoices

To synchronize invoice voiding to QuickBooks Online:

• At the top of the Invoices section, select the Void invoice checkbox.

2.5: Optionally, configure revenue recognition

This section describes how to configure accrual accounting revenue recognition. This is an accounting method that records revenue as earned revenue, before payment is received. With revenue recognition configured, one-time sales are recognized as earned revenue and subscription revenue is distributed over the service period. For more information, see Revenue recognition.

For the QuickBooks integration, at the start of the month a journal entry is created in QuickBooks Online. This journal entry moves all the recognized revenue from last month, from the selected revenue recognition debit account, to the selected revenue recognition credit account.

To enable revenue recognition:

1. At the top of the Invoices section, select the Recognize revenue checkbox.
2. At the bottom of the Invoices section:
   1. Click Revenue recognition debit account and select an account to debit recognized revenue.
   2. Click Revenue recognition credit account and select an account to credit recognized revenue.
   3. Optionally, click Revenue recognition description , and then select a description for the journal entry.

2.6: Optionally, configure payments and refund receipts

This section describes how to configure the integration to create payments and refund receipts in QuickBooks Online. After finishing this configuration, when a transaction is created in Rebilly, a payment is created in QuickBooks. And, when a full refund is issued in Rebilly, a refund receipt is created in QuickBooks.

To synchronize payments and refunds, in the Payments & Refund receipts section:

1. Select the Create payment checkbox.
2. Select the Create refund receipt checkbox.
3. Click the Deposit account dropdown, then select an account to deposit and withdraw refunds from.

2.7: Optionally, configure balance transaction journal entries

To enable balance transaction journal entries, in the Payments & Refund receipts section:

1. Select the Create balance transaction journal entries checkbox.
2. Click the Balance transaction debit account dropdown, and select the account to debit balance transactions.
   This is often the same account as the Deposit account .
3. Click the Balance transaction credit account dropdown, and select the account to credit balance transactions.

Step 3: Save

To save the configuration:

• At the top right of the page, click Save .

Edit an integration configuration

To edit a saved integration configuration:

1. In the left navigation bar, click , click QuickBooks Online , then click Configurations .
2. In the list of configured integrations, on the right of the configuration you want to edit, click , then click Edit
3. Edit the configuration.
   For more information about configuring the integration, see Step 2: Configure QuickBooks Online integration
4. At the top right of the page, click Save .

Liquid templates

This section describes how to use Liquid templates. Use liquid templates for more advanced configurations that use variables and control flow tags.

• If the configuration dropdown options do not meet your requirements, use variables to manually adjust the configuration fields.
• If a single configuration value is not enough, use control flow tags to change configuration values based on other data.

Variables

Use variables to configure settings that are different from the available options in the dropdown. Use variables by surrounding them with {{ and }}. For example: {{ invoice.customer.firstName }}.

Multiple variables can be used for one setting. For example: {{ invoice.customer.firstName }} {{ invoice.customer.lastName }} - {{ invoice.customer.primaryAddress.organization }}

Control flow tags

Use control structures to create conditional configurations that are based on the available variables. For example, use a different Tax account per line item, based on the planId.

In the following example the account with ID 100 is used when the planId is pro. Otherwise, the account with ID 110 is used.

{% if item.planId == "pro" %}
    100
{% else %}
    110
{% endif }