This article teaches you how to integrate with any edition of QuickBooks Online.
| Note: This integration does not support QuickBooks Desktop or Hosted editions. |
Go back to the Integrations page (Settings>Integrations) at any time to make changes to the integration.
Integration Overview
Once integrated, creating a Quoter Quote will automatically create a QuickBooks Estimate – including its Items. The linked Quoter Quote and QuickBooks Estimate will also reflect the following:
- Revised Quoter Quotes will automatically update its corresponding QuickBooks Estimate.
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Quoter People and QuickBooks Customers by organization or person name will be matched. If no matches are found, it creates a new customer instead.
- When creating a new Quoter Quote, search for an existing QuickBooks Online contact with the Person Search feature or create a new one automatically.
- The integration adds a currency abbreviation as a name suffix for customers not using the default currency.
- Any revisions to the Quoter Quote update the QuickBooks Estimate.
- Pull existing QuickBooks Online Products into Quoter Quotes in real-time using our Product Search feature.
Integration Options
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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.
- 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. The country will dictate the available selections in the QuickBooks Online Tax Code dropdown.
Should the taxes in Quoter not match the taxes in QuickBooks, create the appropriate Tax Zone in Quoter to match the default tax in QuickBooks and establish the proper mapping.
| Note: If the tax value is not an exact match to the required tax percentage, the data will fail to post. |
- QuickBooks individual items don’t show line item discounts. Instead they’re totalled and shown separately in the Discount/Percent Value field(s).
Setup Instructions
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Navigate to Settings>Integrations>New Integration.
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Select QuickBooks under Accounting.
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Click on Connect to QuickBooks.
- Sign in to your QuickBooks Online account.
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Select the company you’d like Quoter to connect to, and click the Next button.
- Click Connect.
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Scroll through QuickBooks Online Integration Settings and select the options that apply.
Note: See the Automated Tax Calculation section of this article to learn more about this feature. - Click Save Integration to finish the setup process.
| Note: Field mappings for this integration are set up automatically. For more information, see this article. |
Automated Tax Calculation (AST)
This feature pushes the taxable status of a Quoter Item into QuickBooks Online. QuickBooks can then use its automated tax system to calculate the appropriate taxes within the Estimate/Invoice.
To enable, scroll down to Tax Code Mapping and check Use Automated Sales Tax during the Integration settings phase (step 5 of above).
Feature Limitations
- Currently only applicable for US to US business Quotes.
- Using AST means Quoter tax may differ from tax in QBO. If AST is enabled, the Quote Template must not have taxes disabled and must be set as taxable.
- Enabling AST with no taxes set in Quoter for a specified region will tax items in the QuickBooks Online estimate invoice based on their taxable status in Quoter, despite the Quoter Quote not having any taxes.