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Integrate with QuickBooks Online
Integrate with QuickBooks Online
Mike Walsh avatar
Written by Mike Walsh
Updated over a week ago

Use this article as a guide when integrating your account with QuickBooks Online.

At any time, you can come back to the Integrations page (Settings > Integrations) to make changes to the integration.

The field mappings are set up automatically when you follow the instructions below. For more information, take a look at this article.

Prerequisites

  • The integration supports all QuickBooks Online editions. This integration Does Not support QuickBooks Desktop or Hosted editions.

Integration Overview

  • When a Quoter Quote is created, a QuickBooks Estimate will be created automatically along with its Items. The integration will try to match Quoter People with a QuickBooks Customer by Organization or Person name, and will create a new Customer if no matches are found. A currency abbreviation will be added as a name suffix for customers not using the default currency.

  • When a Quoter Quote is revised, the QuickBooks Estimate will be updated.

  • When a Quoter Quote is created, you can search for an existing QuickBooks Online contact using our Person Search feature or create a new one automatically.

  • When a Quoter Quote is created, you can also pull existing QuickBooks Online Products into Quoter Quotes in real-time using our Product Search feature.

  • If the "Create QuickBooks Invoices" option is enabled, when a Quoter Quote status is changed to Accepted, Ordered, or Fulfilled, a QuickBooks Invoice will be created automatically.

  • If the "Create QuickBooks Invoices" option is enabled, when a Payment is accepted for a Quote via Quoter, a Transaction will be automatically applied to the corresponding Invoice in QuickBooks.

Integration Limitations

  • Tax Settings will vary by Country and dictate the available selections when selecting from the QuickBooks Online Tax Code dropdown. Should the Taxes in Quoter not match the taxes in QuickBooks, you’ll need to create the appropriate Tax Zone in Quoter to match the default Tax in QuickBooks to establish the proper mapping. It's important to note that the data will fail to post if the tax value doesn’t match the required Tax percentage exactly.

  • Line Item Discounts will not be shown on individual Items in QuickBooks, but will be totalled and shown separately in the Discount Percent/Value field(s).

Setup Instructions

1. Navigate to Settings > Integrations to select QuickBooks under Accounting:

2. Click on Connect to QuickBooks button to authorize Quoter to access your QuickBooks Online account:

3. This will open a new window that will allow you to sign in to your QuickBooks Online account by entering in your email address and password:

4. Select the Company you’d like Quoter to connect to, and authorize the sharing of data by clicking the Authorize button:

5. Upon successfully authorizing your QuickBooks Online account to connect to Quoter, you’ll be redirected to Quoter to complete the QuickBooks Online Integration Settings before clicking Save Integration to finish the setup process:


Automated Tax Calculation (AST)

This feature allows the taxable status of the Item in Quoter to be pushed into Quickbooks Online. This will allow Quickbooks to use its automated tax system to calculate the appropriate taxes within the Estimate/Invoice. Using AST means Quoter tax may differ from tax in QBO.

To enable, simply click Use Automated Sales Tax when setting up your Quickbooks integration:

Notes:
-Currently only applicable for US businesses making Quotes for US businesses.
-This option will be disabled if Avalara is enabled as Avalara handles taxable status separately.

-If AST is enabled, the Quote Template must be set as taxable and the Quote must not have taxes disabled.

-If AST is enabled and there are no taxes set in Quoter for the specified region (province/state/etc.), the Quote will not have tax but the Items will have tax in the QBO Estimate/Invoice based on their taxable status in Quoter.

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