QuickBooks Online Integration

Overview of QuickBooks Online Integration

QuickBooks Online Integration for OfficeTools by CARET lets you synchronize QuickBooks Online data with OfficeTools by CARET data.

This feature is not currently compatible with the Canadian version of QBO

Setting Up QuickBooks Online Integration

1. Open OfficeTools by CARET and go to Setup > My Company > Information & Settings. On the My Company Information and Settings window, select Integrations.
   
2. The QuickBooks Integration Options window appears. Select the QuickBooks tab and select QuickBooks Online.
   
3. The following message appears. Click Yes.
   
4. Click Connect to QuickBooks Online.
   
5. Click Yes to provide authentication to QuickBooks.
   
6. The QuickBooks Online Authorization window appears. Enter your QuickBooks Online credentials and click Sign In.
   
7. Once QuickBooks Online is connected, Company is set to OfficeTools Workspace. Under Contacts, check Update QuickBooks Online when adding/editing contact information if you want new contacts entered or changed in OfficeTools for CARET to be automatically updated in QuickBooks Online. Then, click the browse button for Select Contact Type(s) to update.
   
8. The Select Contact Types to Sync to QuickBooks window appears. Select the contact types to update automatically in QuickBooks Online by moving those contact types from the left box to the right box. When finished, click Close.
   1. Select a contact type by highlighting it and clicking Add.
   2. Select all the contact types by clicking Select All.
   3. Remove a contact type from the selection list by hilighting it in the right pane and clicking Remove.
   4. Remove all selected contact types by clicking Clear.
      
9. Notice that when more than one contact type is selected, the value is (Collection). Click Defaults.
   
10. The QuickBooks Online Integration window appears. The tabs on the window let you map OfficeTools by CARET entities to QuickBooks Online entities. When entities are mapped they are linked so that information can stay synchronized. Review each tab and map data as desired. When finished, click OK to save.
    1. Account Defaults tab
       
       The fields under Account Settings are OfficeTools by CARET accounts. From the drop-down boxes, select the QuickBooks Online accounts to map to the OfficeTools by CARET accounts.
       
       Similarly, the fields under Invoice Line Item Settings are OfficeTools by CARET line items. From the drop-down boxes, select the QuickBooks Online line items to map to the OfficeTools by CARET line items.
       Please note: If you would like for your payments to go to Undeposited Funds in QBO to please leave this drop-down empty.
       
       
       
    2. Contact Match tab, Employee Match tab, Work Code Match tab, Expense Code Match tab
       1. The Contact Match tab maps OfficeTools by CARET contacts to QuickBooks Online customers.
          
       2. The Employee Match tab maps OfficeTools by CARET employees to QuickBooks Online employees.
          
          
          
       3. The Work Code Match tab maps OfficeTools by CARET work codes to QuickBooks Online products and services.
          
          
          
       4. The Expense Code Match tab maps OfficeTools by CARET expense codes to QuickBooks Online items.
          
          
          
    3. These tabs all work the same way; they just match different types of data. Do any of the following to map (or link) data on each tab.
       1. To export an OfficeTools by CARET entity to QuickBooks Online, highlight the OfficeTools by CARET entity in the left box and click Export to QBO. The entity appears in the right box.
       2. To import a QuickBooks Online entity to OfficeTools by CARET, highlight the QuickBooks entity in the right box and click Import from QBO. The entity appears in the left box.
       3. To hide all entities that have been mapped, check Hide Synchronized. This will help you determine if there is any unlinked data.
          
          
          
    4. To determine if an entity is linked, highlight an entity in the left or right box. If an entity in the opposite box is automatically highlighted, those entities are mapped. (Ensure that Hide Synchronized is not checked to identify links.)
       
    5. To link (map) two entities, highlight the entity in the left box and then in the right box and click Link.
    6. To unlink (unmap) entities, highlight one entity in either the left or right box. Notice that the linked entity will automatically highlight in the opposite box. Click Unlink.
    7. To unlink (unmap) ALL entities at once, click Clear all links.
    8. To automatically map all entities at once, click Automatch. OfficeTools by CARET entities will be matched to QuickBooks entities based on spelling similarity.
       

Maintaining QBO Integration Settings

Once the QBO Integration is set up, it can be maintained from the Setup > QuickBooks Online menu.

The Account Details, Contacts Sync, Employees Sync, Work Codes Sync, and Expense Codes Sync menus open the corresponding tabs on the QuickBooks Online Integration window. Make changes to the integration settings as needed.

Exporting Invoices

Invoices created in OfficeTools by CARET can be exported to QuickBooks Online.

IMPORTANT: In order to export an invoice for a contact, that contact MUST be linked to a QuickBooks Online customer.

1. Select Setup > QuickBooks Online > Time & Billing > Export Invoices.
   
2. The Invoice Export window appears listing OfficeTools by CARET invoices. Check the invoice you want to export in the check column and click Export Selected.
   
3. A message confirming the export appears. Click OK to close the window.
   
4. A check mark appears in the Exported column indicating that the invoice exported to QuickBooks Online successfully.
   

Importing Payments

Payments created in QuickBooks Online can be imported into OfficeTools by CARET.

IMPORTANT: In order to import payments from QuickBooks Online, the QuickBooks Online customer MUST be linked to an OfficeTools by CARET contact.

1. Select Setup > QuickBooks Online > Time & Billing > Import Payments.
   
2. The Payment Import window appears listing QuickBooks Online payments. Check the payment you want to import in the check column and click Import Selected.
   
3. A message confirming the import appears. Click OK to close the window.
   
4. A check mark appears in the Sync’d column indicating that the payment imported to OfficeTools by CARET successfully.
   

Exporting Payments

Payments created in OfficeTools by CARET can be exported to QuickBooks Online.

IMPORTANT: In order to export payments to QuickBooks Online, the contact MUST be linked to a QuickBooks Online customer. Also, the related invoice must have been exported previously.

1. Select Setup > QuickBooks Online > Time & Billing > Export Payments.
   
2. The Payment Export window appears listing OfficeTools by CARET payments. Check the payment you want to export in the check column and click Export Selected.
   
3. A message confirming the export appears. Click OK to close the window.
4. A check mark appears in the Exported column indicating that the payment exported to QuickBooks Online successfully.