QuickBooks Online Setup and Help

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. Automatic Bill Creation in QBO on PO Status to Finished
  5. Automatically Sync Payments from QBO
  6. Converting from QuickBooks Desktop to QuickBooks Online
  7. General Troubleshooting
  8. Store Credit

Recap of What is Supported

Functionality QuickBooks Online
Sends Customer records to QB when an invoice was updated
An invoice must be present and synced for updates to occur. 
Syncs inventory Quantity on Stocktakes  No
Sends Invoice records to QB when an invoice was updated Yes
Sends Payment records to QB when a payment is made Yes
Sends Purchase Orders and Bills to QB Yes
Sends Products to QB (as items) when a product is updated Yes
Live Updates - updates are sent immediately Yes
Syncs "RepairShopr Location" to QB "class" Yes
Able to send your entire Customer list to QB at initial setup Yes
Able to import your customers from QB at initial setup Yes
Sub-Customer Support Yes**
Paid Invoices with $0 totals sync Yes
Tax Groups support for complex tax configurations Yes
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 QB Yes
One-Time export all Products to QB Yes
Void/Delete in QB for Invoices when deleted in RS Yes
Automatically syncs your customer databases both ways QB <-> RS No
Imports payments made on the QB side Yes
Works with Intuit Merchant Services No
Refund Invoices sync No
Customer Purchases sync  Yes
Store Credit Syncs as Credit Memo  Yes
 Updates creation and payment dates upon clicking "Force Update" button  Yes
  ** They map as real customer in RepairShopr, not sub customers

* You cannot integrate two separate RepairShopr Accounts into one Quickbooks Online account. 

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


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")


9. Select your "Accounts Payable" account, where your purchase orders should go to (probably just "Accounts Payable"). If your purchase orders don't sync it's probably because this important step was done incorrectly.

Also, note that when a Purchase order syncs over to your Quickbooks account you must create the bill and pay it to receive the items in your inventory. Then you can go back and receive the items inside RepairShopr. 

If you receive the items in RepairShopr first, it will close out the PO which means you will need to re-open it again to bill it. It is easy to miss a closed PO so be sure to bill it and receive it before closing it in RepairShopr to avoid discrepancies in your AP account and inventory.

10. Map your QuickBooks payment methods to your RepairShopr payment methods. If these ever get out of sync due to changes on either side, payments will not sync over. 

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 is mapped to a "Service" item in Quickbooks
    Items categorized as Labor in RepairShopr need to be mapped to items with the "Service" type or when they are created they need to be changed from "Non-inventory"   to a "Service" type item. 
  • "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:
For this to work, you'll need a Quickbooks Online "Plus" account, which includes inventory tracking.

Automatic Bill Creation in QBO on PO Status to Finished

First head to the QB Settings and there is a option called: Convert finished POs to Bills in Quickbooks
After that whenever you set a PO to "Finished" Status, a Bill will be automatically created in Quickbooks so that you can pay your vendors.

Automatic Payment Sync from QBO to RepairShopr

It is possible to have payments created in QBO automatically sync to RepairShopr. To activate this feature, head to the QBO Settings in the RepairShopr App Center, then locate the setting "Sync Payments From Quickbooks," check the box and hit Save.
Once that setting is active the following behavior can be expected:
- You must create the invoice in RepairShopr and have it sync to QBO successfully.
- You can then capture a payment on the QBO side for that invoice and it will sync the next time the QBO sync job runs
Things to Note:

- Applying multiple payments in QBO an invoice will not sync over to Repairshopr.

- The QBO sync job only runs once a day in the early evening Pacific Time.
   It will sync payments created going back 24 hours.

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.


Advanced Customer Troubleshooting

In the event that you are getting an error that the customer is not correctly linked to its QB counterpart or has no QB ID at all. You can use this tool to match it up. 

To start, head to the Customer's Customer Detail page. There is a new button along the upper right.
You will be taken to a screen that displays the RS customer information and the QB counterparts information if the customer has a QB id.
Click the Red button, will allow you to choose a customer to link the RepairShopr customer to a customer in QB. 
Seriously CAUTION here. If you aren't careful you can link customers to the wrong person, so if you are uncertain, please write support and we can help you.
Once you have done all that. Head back to your invoice and hit the resync action and you should be good to go!


Invoice: Actual QuickBooks Error: The following required ListIDs:
CustomerRef are blank.
This error indicates that the customer is not mapped to the corresponding customer inside QuickBooks. To clear this error follow these steps. 
1. Go the customer's profile
2. add this to end of the url: /qb_mapping
3. Locate the customer in the search bar, the names need to be an exact match for the system to locate the customer. 
4. Select the customer and then click on "Re-Map" 
5. Head back to the unsynced invoice click on "Actions" and then click on "Resync to Quickbooks"

Note that this will remap the customer but if there are any additional invoices they will lose the sync id so they will not have a sync icon. 

Store Credit

When a store credit is created it will become a credit memo inside your Quickbooks account. It does not get deposited into an account until it is applied to an invoice. Once the credit is added the credit memo will disappear.


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