QuickBooks Online Setup and Help

QuickBooks Online Complete Guide


Table of Contents
  1. Get Connected - actually link up the integration
  2. Setup Class Tracking for Multi-Location accounts
  3. Explanation of COGS (Cost of Goods Sold) Tracking
  4. Converting from QuickBooks Desktop to QuickBooks Online
  5. General Troubleshooting

Recap of What is Supported


FunctionalityQuickBooks Online
Sends Customer records to QB when an invoice was updatedYes
Sends Customer records to QB when a customer is updated*No
Sends Invoice records to QB when an invoice was updatedYes
Sends Payment records to QB when a payment is madeYes
Sends Purchase Orders to QBYes
Sends Products to QB (as items) when a product is updatedYes
Live Updates - updates are sent immediatelyYes
Syncs "RepairShopr Location" to QB "class"Yes
Able to send your entire Customer list to QB at initial setupYes
Able to import your customers from QB at initial setupYes
Sub-Customer SupportYes**
Invoices with $0 totals syncYes
Tax Groups support for complex tax configurationsYes
Overpayments (a payment that is made for more than the invoice)Yes
Split Payments (multiple payments to complete an invoice)Yes
One-Time export all Customers to QBYes
One-Time export all Products to QBYes
Void/Delete in QB for Invoices when deleted in RSYes
Automatically syncs your customer databases both ways QB <-> RSNo
Imports payments made on the QB sideNo
Works with Intuit Merchant ServicesNo
Refund Invoices syncNo
Customer Purchases syncNo

** They map as real customer in RepairShopr, not sub customers

Get Connected


QuickBooks has been a very powerful integration with a lot of complexity. This will be a long article, we try to summarize and keep the deep dive stuff toward the end.


1. Start in RepairShopr in Admin > App Center > Quickbooks



2. Click Connect to Quickbooks:



3. All you'll need to do is Authorize the integration:

**Note, if your authorization doesn't go through, contact Intuit to fix your Intuit ID.



4. After authorizing, you'll be placed into the QuickBooks Online Setup Wizard

DO NOT SKIP ANY SETTINGS PAGES OR SYNC WILL NOT WORK


Wizard Starts..



5. Map your tax rates, just select the mapping and click Next



6. Map your non-tax, if you ever mark an invoice as non-tax for any reason, it will apply this "nontaxable rate" that you have setup in QB



7. In RepairShopr we allow "on the fly" invoice line items, those need to attach to an "Item" in QuickBooks - select which item that is here



8. Select the "Deposit Account" for payments to attach to (probably just use "undeposited funds")

IF YOU EVER HAVE AN ISSUE WITH PAYMENTS SYNCING, THIS IS PROBABLY WHAT IS NOT CORRECT



9. Select your "Accounts Payable" account, where your purchase orders should go to (probably just "Accounts Payable")

IF YOUR PURCHASE ORDERS DON'T SYNC, THIS IS PROBABLY INCORRECT



10. Map your QuickBooks payment methods to your RepairShopr payment methods

IF THESE EVER GET OUT OF SYNC DUE TO ANY CHANGES ON EITHER SIDE, IT WILL MAKE PAYMENTS STOP SYNCING



11. Enable the sync! Once you do this, future records that are updated will get synced to QB


Optional Imports - Highly Recommended!




We highly recommend on the next wizard steps that you DO import customers, this will ensure the ones that exist in QB will map to a Customer in RS. So the next invoice created for that customer will get sent to the right one.

Same for products, vendors, etc.

The only reason to NOT import products would be if you have tons of products in QB that you don't want to use in RS. In that case, skip that step.

Importing Vendors will pull in ALL your vendors into RS.

Sub Customers Note:

In RepairShopr we don't have a concept of sub-customers, but QuickBooks does. The way this is handled between the 2 systems is that RepairShopr treats sub-customers like "regular" customers in RepairShopr.

When we import your customers, we'll try to import each sub-customer. If they all have the same email, they may attempt to update each other on the RepairShopr side. Give each a unique email one way or another in QB before importing for the smoothest import/setup.

Tax Groups / Grouped Tax Rates

We support the use of Tax Groups / Grouped Tax rates in Quickbooks Desktop.

Please note that for Quickbooks Online invoices with the following will not sync:

1. Invoice with $0 (e.g. empty invoices, and invoices where the line item is discounted 100 %)
2. Refund invoices, or other invoices where the balance is a negative amount

Product Types in Quickbooks

When your RepairShopr products are sent to QuickBooks Online, they'll be sent as the following QuickBooks types:
"Inventory" - if the RepairShopr item is set to maintain stock = true
"Service" - if the RepairShopr item has the category "Labor" or "Labour"
"Non-Inventory" -if the RepairShopr item is neither of the above


QuickBooks "Class" Tracking for Big-Chain




If you have a Big Chain account with RepairShopr, you may want to track invoice data from each of your locations. To do this, you'll need to set up classes. Note this is a Quickbooks Online only feature.

After you've connected your Quickbooks Online account with RepairShopr, go to your Company Settings page in Quickbooks Online. From here, you'll turn on classes tracking. If you don't have this option, you may need to upgrade your Quickbooks Online account.



Then, click the gear icon in the upper-right, select 'All Lists', and click 'Classes'.



From here, add your classes. You'll probably want them to match the names of your locations in RepairShopr, just to make things simple.


Now head over to RepairShopr, and go to Admin > Locations (big chain). You'll want to click 'Refresh QB Classes'.



Click 'Edit' next to each location, set the appropriate class, and you're done!

Now you can run reports for these classes in Quickbooks Online to see your sales per location!

COGS (Cost of Goods Sold) Tracking Explanation


1. Start by creating a new Product in Quickbooks Online or in RepairShopr

In RepairShopr:
Make sure you enter a "Price - retail" and a "Price Cost"


In QuickBooks Online:
Make sure that you check "I track quantity on hand for this product"
Income account should be "Sales of Product Income"
Expense account should be "Cost of Goods Sold"


2. Go to /quickbooks/settings in RepairShopr
click "Import Products from QuickBooks" at the bottom of the page



4. Add the item to an invoice in RepairShopr.

5. The invoice will sync to QBO

6. Accept payment on the invoice in RepairShopr

7. To view the Cost of Goods Sold report in QBO, navigate to Chart of Accounts and search for Cost of Goods Sold.


8. Click "Run Report" to see the Cost of Goods Sold report


9. To see your overall Profit and Loss Report, navigate to Reports > Profit and Loss


10. If COGS isn't showing up by default on your Profit and Loss Report, click "Customize" to make sure that the Accounting Method is set to "accrual"


11. Your Profit and Loss Report will look something like this:

Note:
For this to work, you'll need a Quickbooks Online "Plus" account, which includes inventory tracking.
http://quickbooks.intuit.com/online/compare/

Converting from QuickBooks Desktop to QuickBooks Online


If you're looking to convert from Quickbooks Desktop to Quickbooks Online, please contact RepairShopr's support team at help@repairshopr.com. We support conversions when your Quickbooks Desktop company file is converted to Quickbooks Online per Intuit's recommendations. There are also steps we need to handle on our end.

We're happy to help with this conversion -- just contact us help@repairshopr.com so we can help with planning the change.

General Troubleshooting


If an Invoice/payment fails, you should see a red error appear on the Invoice or payment page with a message. This will often describe the error and give you first steps on what to look for. We have a glossary of Quickbooks API errors here: http://feedback.repairshopr.com/knowledgebase/articles/303472-glossary-of-quickbooks-api-errors



If you have a failed sync, you'll find a Re-Sync to Quickbooks button. Use this button and wait a minute to see if the Invoice/payment goes through.









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