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 process 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

Step 1: Connect to QuickBooks Online

This step describes how to 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.

Step 2: Configure QuickBooks Online integration

This step describes how to integrate and configure different types of data from Rebilly to QuickBooks Online.

2.1: Configure customers

This step describes how to configure the integration to create new customers in QuickBooks Online. 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.

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 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 manually synchronize by clicking in the External identifiers section, select Manually.
2. Press the Customer display name dropdown, and select how customers appear in QuickBooks Online.

2.2: Configure invoices and credit memos

This step describes how to configure the integration to synchronize invoices and credit memos in QuickBooks Online. When an invoice is issued or updated in Rebilly, it is also updated in QuickBooks Online.

On the QuickBooks Online integration configuration page, 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 manually synchronize by clicking in the External identifiers section, select Manually.
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.

2.3: Optionally, configure payments and refund receipts

This step describes how to configure the integration to create payments and refund receipts in QuickBooks Online.

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 manually synchronize by clicking in the External identifiers section, select Manually.
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 manually synchronize by clicking in the External identifiers section, select Manually.
3. Add the Deposit account to deposit payment funds and issue refunds from.
4. Add the Department that the payment or refund receipt should belong to.

2.4: Optionally, configure revenue recognition and balance transactions

This step describes how to configure 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 manually synchronize by clicking in the External identifiers section, select Manually.

Step 3: Save the configuration

To 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: Configure QuickBooks Online integration.
3. At the top or bottom right of the page, press Save settings.

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 }