What is QuickBooks?
QuickBooks is an accounting software package geared mainly toward small and medium-sized businesses and offers on-premises accounting applications as well as cloud-based versions that accept business payments, manage and pay bills, and payroll functions.
What you'll need to get started
To get started, you'll need an active Optix account as well as an active QuickBooks Online account.
Sign up for QuickBooks here.
The QuickBooks integration app
The QuickBooks integration app synchronizes invoice data between Optix and QuickBooks. The app can:
- Create invoices in QuickBooks - Depending on how you have configured your settings, invoices are created in QB automatically when finalized/updated, or manually when you choose to
- Create a credit memo in QuickBooks - if the Optix invoice total is negative, a credit memo will be created in QuickBooks
- Synchronize credit allocations - when credit is applied from one Optix invoice to another, the record will be synchronized in QuickBooks
- Create/update user info in QuickBooks - new users in Optix will automatically be created in QuickBooks. When user details are updated in Optix, they will also be updated in QuickBooks. The Optix user data that will be synced in QuickBook includes: Name, Alternative Email, Address (Street, city, state, postal code and country), Phone Number, and Tax Number
- Adopt QuickBooks invoice numbering in Optix - you can choose to change Optix invoice numbers to match QuickBooks invoice numbers, or maintain your current Optix invoice numbers instead
- Synchronize payments (two-way) - Payments made in either Optix or QuickBooks are reflected in the other system
- Map invoice items to QuickBooks products/services - Optix line item types (plans / bookings / check-ins / manual) can be mapped to individual Inventory or Non-Inventory products or services in QuickBooks
Before you connect your QuickBooks Online account in Optix, please ensure the following settings are configured in your QuickBooks account. Navigate to these settings by clicking the gear in the top-right corner in QuickBooks, then choose Account & Settings under the Company heading.
Ensure the following highlighted settings are configured in both the Sales and Advanced pages:
Note: if Custom transaction numbers is On, then QuickBooks will adopt Optix invoice numbering. If you'd prefer QuickBooks to generate invoice numbers, then leave this setting Off.
To get started, follow the steps below to set up the integration between Optix and QuickBooks:
Step 1: Go to Apps → Find new apps and install the QuickBooks app (contact us if you don’t see it listed)
Step 2: Go to Apps → Manage apps and click on Configure on the QuickBooks app
Step 3: Click Connect Account and follow the prompts to allow access to your QuickBooks organization
Note: Please ensure you allow your pop-up blocker to open the pop-up to connect your account.
Step 4: Select your preferences by modifying the following settings:
a) Sync options - choose if you would like Optix to automatically send new invoices to QuickBooks, or if you would like to do this manually. To manually sync invoices, you will need to select them from the invoice list and choose ‘Sync with QuickBooks’
b) Invoice numbering - choose if you want Optix invoice numbers to be replaced with the QuickBooks invoice numbering once they are synced to QuickBooks
Note: To help with tracking, each invoice will show a transaction ‘invoice number changed from x to y’ if you do choose to switch this on
c) ‘Do not sync before…’ - Use this setting to prevent older invoices from being synced. If you click the blue ‘Sync to QuickBooks’ button on this screen, or if you have ‘sync automatically’ switched on, only invoices from the date specified onwards will be synced to QuickBooks
Note: If you select the option above (a) to sync invoices manually, or anytime you are syncing invoices manually from the Invoices page, this setting is ignored
d) QuickBooks account for Optix payments - choose which QuickBooks account you want to attribute payments recorded in Optix to
e) Sales Tax - choose your tax type as set in QuickBooks, if you would like your items to be taxable, and which tax option you want to apply to your invoice line item once they are synced with QuickBooks
Step 5: Set up your revenue mappings for Plans / Bookings / Check-ins / Manual items. Map your Optix revenue sources to QuickBooks products or services so that each line item on an invoice can be accounted for. Click Products/Services in the top bar of the screen to set up how you would like to attribute Optix revenue for automatically generated invoice items (such as monthly recurring plan charges or booking charges). The options in the first section are required. The ’Advanced: specific mapping’ is optional and allows you to set account mapping at the individual plan/space/venue level. One of the options you have is to Create new service in QuickBooks, which will create a new service in QuickBooks and map that plan/space/venue accordingly.
Step 6: You’re done! Now you can either click the ‘Sync to QuickBooks’ blue button, or navigate to ‘Invoices’ and use the check boxes to select invoices manually, and then click Options → Sync with QuickBooks
Using the QuickBooks integration app
Once configured, the QuickBooks app will sync invoice data in one of three ways:
1: Automatically - if you chose for invoices to sync automatically
2: Manually (from the invoice list) - each time you select invoices from the list and click ‘Sync with QuickBooks’ in the options menu
3: Manually (from ‘configure screen’) - Click the blue ‘Sync to QuickBooks’ button to synchronize all invoices which have a due date on or after the ‘Do not sync before…’ date
Payments recorded in QuickBooks are always imported for any invoices that have previously been synced.
Important notes about credit allocation
If a credit note has a credit allocation, meaning that the credit note was used to pay off another invoice, the invoice it paid must be present in QuickBooks in order for the credit note to be imported. If it is not present, the credit note will not be imported into QuickBooks, and you will see “Error syncing to QuickBooks”. Invoice has credit allocated to another invoice that is not synced with QuickBooks”.
An example of how this can happen is:
- A new negative value invoice has just been created in Optix – let’s call this ‘credit note A’
- That credit was used to pay off an existing ‘Due’ or ‘Overdue’ invoice in Optix – let’s call this ‘invoice B’
- Invoice B has a due date which is before the ‘Do not sync before…’ date you set, or you are manually synchronizing invoices and never synced invoice B
- Now when the QuickBooks app attempts to create credit note A in QuickBooks, there will be an error as invoice B is not in QuickBooks
To fix this you need to import the old invoice, in this example invoice B, into QuickBooks.
Note: QuickBooks will not notify Optix when credit is allocated inside QuickBooks. This means the QuickBooks integration app cannot import credit allocations that are made in QuickBooks. It’s best to handle credit allocations of Optix invoices inside Optix, and let the app sync to QuickBooks.