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
attention
- To complete this tutorial, you must have an Intuit account with access to QuickBooks Online .
- Optionally, for testing, it is useful to have a QuickBooks Online sandbox company to connect to your Rebilly sandbox environment .
Step 1: Connect to QuickBooks Online
This section describes how to connect QuickBooks Online to Rebilly.
- If you have not already done so, sign in to Rebilly .
-
In the left navigation bar, click
, then click QuickBooks Online .
- Click Connect to QuickBooks Online .
- In the newly opened window, sign in to your Intuit Account, if you have not already done so.
- In the newly opened window, click Connect .
- 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.
attention
To use this integration, at a minimum, you must configure invoices and customers. If you do not, the other data types listed in this step will not work.
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:
- Click the Unearned revenue account dropdown, and select an account to hold the revenue for each invoice.
-
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. - Optionally, click the Department dropdown, and select a department for the invoice.
-
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. -
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. -
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. - Optionally, click the Template item line description dropdown, and select the description for the line item.
-
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. -
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. -
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. - Optionally, click the Template tax line description dropdown, and select a description for the tax line item.
note
For more advanced configuration options, all fields support liquid templates. See Advanced configuration for more details.
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:
- At the top of the Invoices section, select the Recognize revenue checkbox.
-
At the bottom of the
Invoices
section:
- Click Revenue recognition debit account and select an account to debit recognized revenue.
- Click Revenue recognition credit account and select an account to credit recognized revenue.
- 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:
- Select the Create payment checkbox.
- Select the Create refund receipt checkbox.
- Click the Deposit account dropdown, then select an account to deposit and withdraw refunds from.
attention
Only full refunds create a refund receipt in QuickBooks Online. Partial refunds are not synchronized.
2.7: Optionally, configure balance transaction journal entries
To enable balance transaction journal entries, in the Payments & Refund receipts section:
- Select the Create balance transaction journal entries checkbox.
-
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 . - 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 .
note
The QuickBooks Online integration is managed by the rules engine. After the configuration is saved, multiple binds are created in the rules engine. These binds synchronize data to QuickBooks Online.
For more information about binds and the rules engine, see Rules and binds.
Edit an integration configuration
To edit a saved integration configuration:
-
In the left navigation bar, click
, click QuickBooks Online , then click Configurations .
-
In the list of configured integrations, on the right of the configuration you want to edit, click
, then click Edit
-
Edit the configuration.
For more information about configuring the integration, see Step 2: Configure QuickBooks Online integration - 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.
note
All Liquid features are available, this documentation only covers the most common uses. To view all available features, see the Liquid documentation.
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 }
note
When setting an account with Liquid, use the account ID instead of the account name.
To find an account ID in QuickBooks Online:
- In QuickBooks Online, click the Gear icon at the top.
- Under Your Company , click Chart of Accounts .
- Locate the account on which you wish to obtain an ID, to the right of it, click View register .
- In the address bar of your web browser, at the end of the address it reads accountId=# , take note of the number. This number is the ID of the account selected in the previous step.