Setup the QuickBooks Online Integration

In order to use the full featureset of the QuickBooks integration, Oncord's Commerce and Marketing features are required.

An easy way to determine whether you have those features installed, is to look for the "Commerce" and "Marketing" links located in the sidebar of your Oncord Dashboard.

Changing your Oncord plan is easy - click here to review the instructions.

To make the below setup steps easier, we also recommend logging in to your QuickBooks Online account before enabling the integration.

If you don't already have a QuickBooks Online account, you can sign up for one on the Intuit website: https://quickbooks.intuit.com/

What Data is Synchronised?

The QuickBooks integration works by synchronising the following data:

From Oncord	From QuickBooks Online
Contacts Only contacts with sales are pushed into QuickBooks. Changing a contact's details within any part of Oncord will also update them in QuickBooks. Deleting a contact will not remove them from QuickBooks.	Contacts Only QuickBooks customers pulled into Oncord. Any change to the contact details of customers will be reflected in Oncord. Deleting a contact will not remove them from Oncord.
Sales All sales created within Oncord are pushed to QuickBooks. Changing the particulars of a sale will update the sale within QuickBooks. Deleting a sale will only delete the invoice in QuickBooks if sale was originally created from Oncord.	Invoices All invoices are pulled into Oncord. This allows you to target and trigger marketing campaigns based on QuickBooks sales data. Changes to invoices in QuickBooks will be reflected in Oncord Deleting an invoice in QuickBooks will not remove the invoice from Oncord.
Receipts Depending on the Payment Method Configuration, receipts will create payments in Oncord. Deleting a receipt will only delete the payment in QuickBooks if receipt was originally created from Oncord.	Payments Depending on the Payment Method Configuration, receipts will create payments in Oncord. This allows for direct deposit payments to be easily reconciled from the bank feed. Deletion of payments will not delete in Oncord.

When Does it Sync?

You can choose to enable or disable automatic synchronisation within the QuickBooks App integration page (Go to Settings > Third Party Integrations > "Configuration" link under the QuickBooks App).

Oncord will batch-sync with QuickBooks two minutes after an update takes place within Oncord.

For instance, if you updated a contact's e-mail address at 2:00pm, and then an invoice is created at 2:03pm. Both changes would be reflected at 2:04pm within QuickBooks.

If no updates take place within Oncord, a scheduled sync will take place after 12 hours to download data from QuickBooks.

Enable the QuickBooks Online Integration

Navigate to Dashboard > Settings.

Select the "Third Party Integrations" page.

Click the "Enable" button in the QuickBooks Online integration box.

A pop-up dialog will redirect you to allow Oncord to access QuickBooks.

After clicking the "Connect to QuickBooks" button, you will be redirected to QuickBooks and presented with the below page which will allow you to give Oncord API access to QuickBooks.

Select the company you would like to synchronise with and click the "Next" button. You will be redirected back to Oncord QuickBooks integration configuration page.

Configuration

You will be presented with configuration options the first time you manually synchronise QuickBooks and Oncord. Check the options carefully and configure the integration appropriately.

Important: Map Deposit Accounts for Payment Methods:
Synchronisation also occurs between "Payments" in QuickBooks, to "Receipts" in Oncord. This area defines the mapping between the two systems.

For direct deposit accounts, you should select the bank account that customers pay into.

For credit card payments, it is recommended you use 'Undeposited Funds'. Refer to this article: https://quickbooks.intuit.com/learn-support/articles/getting-the-most-out-of-quickbooks/using-undeposited-funds-in-quickbooks-online/05/920745
Cash and other manual payment methods may also use 'Undeposited Funds'.
It is recommended that all payment methods are linked to a QuickBooks deposit account.

Configure Income Accounts

For improved reporting in your Profit and Loss statements, it's common to separate revenue into different income accounts.

Oncord synchronises Sales items with Products in Quickbooks. Each Product or Category can be linked to a Quickbooks Product which can represent a type of revenue.

In Quickbooks, create Products for each Revenue type
In Oncord, edit each Product Category or Product and link them to the QB Products

When choosing which product to link to, Oncord will check the Product configuration, its direct Product Categories, any parent Categories, then finally it will use the default configuration defined in the Settings > Apps > Quickbooks configuration.

Synchronise a Test Invoice

Create a test invoice under Commerce > Sales > New Sale.
Open it and on the top right, you can see three dots next to the QB icon.
Click "Sync with QuickBooks Online".

The icon will turn from gray to green once it has synchronised.
Click the icon to open it in QuickBooks Online to check it.

Repeat the process of synchronising various individual invoices to ensure that the data will flow into Quickbooks Online correctly.

Bulk Synchronise

To perform the first manual synchronisation, click the "Synchronise" button in the QuickBooks Online box displayed on the Settings > Integrations page.

If you'd like to configure the integration again, click the "Configuration" link for QuickBooks on the Integrations.

Once you are satisfied with your configuration you can enable Auto-Sync:

Reconnecting QuickBooks

If you’d like to re-connect Oncord and your QuickBooks account, you can reconnect by going to Oncord Third Party Integrations page and click the "Configuration" button in the QuickBooks Online box. You will be presented with the below screen.

You will usually reconnect to QuickBooks if the connected account has been deauthorized to access your QuickBooks Online company and you need to authenticate a new account to maintain the connection between Oncord and QuickBooks.