QuickBooks Online integration

This topic describes how to synchronize the data from your Rebilly account to QuickBooks Online.

You can synchronize the following data types:

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

Integrate QuickBooks Online

Use this process to connect QuickBooks Online with your Rebilly account and to configure which data is synchronized.

1. Connect QuickBooks Online to Rebilly:

   1. If you have not already done so, sign in to Rebilly.
   2. In the left navigation bar, press , then press QuickBooks Online.
   3. Press 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, press Connect.
   6. You are now redirected to the QuickBooks Online integration configuration in Rebilly.

2. Configure which data to synchronize:

   At a minimum, you must configure customers and invoices. If you do not, the other data types listed in this step will not work.

   Required: Synchronize customers

   When a customer 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.

   In the Customer section:

   1. Press the Create customers dropdown, and select when to synchronize customers:
      • To synchronize automatically when customers are created in Rebilly, select Always.
      • To synchronize manually, select Manually. If this setting is active you must manually synchronize data for each customer with QuickBooks. For more information, see Manually synchronize customer data.
   2. Press the Customer display name dropdown, and select how customers are displayed in QuickBooks Online.
   Required: Synchronize invoices and credit memos

   When an invoice is issued or updated in Rebilly it is updated in QuickBooks Online.

   In the Billing section:

   1. Press the Create invoices dropdown, and select when to synchronize invoices and credit memos:
      • To synchronize automatically when invoices are issued or updated in Rebilly, select Always.
      • To synchronize when invoices are issued in Rebilly, select When issued.
      • To synchronize manually, select Manually.
        If this setting is active you must manually synchronize data for each invoice with QuickBooks. For more information, see Manually synchronize invoice data.
   2. In the Unearned revenue account field, specify an account to use to hold revenue for each invoice.
   3. Optionally, to specify an account to use to hold taxes, in Taxes account field enter the account.
      If no account is entered, taxes are added to the line items of the invoice as tax. If an account is entered, taxes are added to the invoice as separate line items.
   4. Optionally, to specify the department the invoice is related to, in the Department field enter the department name.
   5. Optionally, to specify the item name for the invoice, in the Item name field enter an invoice name. The template item name must match the item name in QuickBooks Online, if the item name is not found, it is created.
   6. Optionally, to specify an item description, in the Item description field enter a description.
      This is not displayed on the invoice, but this is used when creating the item.
   7. Optionally, to specify item SKU, in the Item SKU field, enter the SKU.
      This value is not displayed on the invoice. It is applied when creating the item.
   8. Optionally, to specify an item line description, in the Item line description field, enter a description.
   9. Optionally, to specify a tax name for the invoice, in the Tax name field enter a name.
      This value is only used when an account is added to Taxes accounts text field, and must match the item name of the tax in QuickBooks Online. If the tax item is not found, it is created.
   10. Optionally, to specify tax descriptions, in the Tax description field enter a tex description.
       This value is only used when a Taxes accounts is filled. This value is not displayed on the invoice, it is used when creating the tax item.
   11. Optionally, to specify tax SKU, in the Tax SKU enter a value.
       This value is only used when a Taxes accounts is filled, this value is applied when creating the tax item.
   12. Optionally, to add a tax line description, in the Tax line description field enter a description.

   For more advanced configuration options, all fields support liquid templates. For more information, see Advanced configuration.

   Optional: Synchronize transactions and refund receipts

   1. In the Payment section, press the Create payments dropdown, and select when to synchronize payments:
      • To synchronize automatically when transactions are processed in Rebilly, select Always.
      • To synchronize manually, select Manually.
        If this setting is active you must manually synchronize data for each invoice with QuickBooks. For more information, see Manually synchronize invoice data.
   2. Press the Create refund receipts dropdown, and select when to synchronize invoices:
      • To synchronize automatically when invoices are created or updated in Rebilly, select Always.
      • To synchronize manually, select Manually.
        If this setting is active you must manually synchronize data for each invoice with QuickBooks. For more information, see Manually synchronize invoice data.
   3. Add the Deposit account for depositing payment funds and issuing refunds.
   4. Add the Department for the payment or refund receipt.

   Only full refunds create a refund receipt in QuickBooks Online. Partial refunds are not synchronized.

   Optional: Synchronize revenue recognition and balance transactions

   In the Journals section, press the Synchronize journal entries dropdown, and select when to synchronize journal entries:

   • To synchronize automatically when journal entries are created or updated in Rebilly, select Always.
   • To synchronize manually, select Manually.
     If this setting is active you must manually synchronize data for each invoice with QuickBooks. For more information, see Manually synchronize revenue recognition and balance transactions.

3. Save the configuration: At the top or bottom right of the page, press Save settings.

Edit an integration configuration

To edit a saved integration configuration:

1. In the left navigation bar, press App store, then press QuickBooks Online.
2. Edit the configuration.
   In the Credentials section at the top of the page, press the buttons to Reconnect or Disconnect your QuickBooks Online account.
   For more information, see Step 2 of Configure QuickBooks Online integration.
3. At the top or bottom right of the page, press Save settings.

Manual data synchronization

This section describes how to manually synchronize data with QuickBooks. This process is required when the QuickBooks integration is configured to not synchronize data automatically. For more information, see Configure QuickBooks Online integration.

Manually synchronize customer data

1. In the left navigation bar, press Data tables, and then press Customers.
2. In the Name column, press a customer's name.
3. In the bottom right of the page, in the External identifiers section, press .
   If the customer data is not synchronized with QuickBooks, a red icon is displayed in this section.
   If the customer data is synchronized with QuickBooks, a green icon is displayed in this section.

For more information, see Manage customer information.

Manually synchronize invoice data

1. In the left navigation bar, press Data tables, and then press Customers.
2. In the Name column, press a customer's name for whom the invoice is issued.
3. On the right side of the page, choose an order that you want to synchronize by clicking and choose View.
4. On the right side of the page, in the External identifiers section, press .
   If the invoice data is not synchronized with QuickBooks, a red icon is displayed in this section.
   If the invoice data is synchronized with QuickBooks, a green icon is displayed in this section.

For more information, see Manage invoices.

Manually synchronize revenue recognition and balance transactions

1. In the left navigation bar, press Data tables, press Billing, then press Journal entries.

   If data tables does not contain a journal entries segment, see Create a journal segment.

2. In the ID column, press a journal entry. \
3. Above the table, press External identifiers, then press .
   If the journal entry data is not synchronized with QuickBooks, a red icon is displayed in this section.
   If the journal entry data is synchronized with QuickBooks, a green icon is displayed in this section.

For more information, see Journals.

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 }