Setting up QuickBooks Online in Checkfront

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Locate: Manage > Integrations >  Accounting > QuickBooks Online
Prerequisites:

• Admin permissions to manage integrations.
• A QuickBooks Online account.
• The QuickBooks Online integration is available to both those using items (Inventory > Items), a key feature of our classic version of Checkfront, and those using products (Inventory > Products), a key feature of our newest version of Checkfront.

 

New to Checkfront - Products ✨ Products (Inventory > Products) is the successor feature to (Inventory > Items) and is available in our newest version of Checkfront. Not yet on our newest version and interested in upgrading? Please contact our Technical Support team for more information. Discover more product-related help articles here: Products (New).

 

This article provides instructions and information on how to connect, authorize and configure the Quickbooks Online integration.

New to the QuickBooks Online integration? Be sure to read the first article in this series for an introduction!

Please read the full series of articles, accessed at the side and bottom of this page, to learn more about the QuickBooks Online integration.

 

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To activate the QuickBooks Online integration in your Checkfront account, select Integrations from the Manage option in your main menu. Locate the QuickBooks Online tile and click it with your cursor. 

 

In the pop-up window that opens, click the green Connect button to continue the setup.  

 

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If you're not already signed in to your QuickBooks Online account, then you see the above window appear, asking you to do so.  

 

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If you are already signed in, or once you've signed in through the aforementioned window, then you see the above window asking for Intuit's permission to securely share data with Checkfront.

Click Connect to continue to the integration setup in Checkfront.

 

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This is an item/product from your QuickBooks Online products and services which is used as your default sales item for invoicing purposes.

 

Did you know that you can change the default sales item applied on a per-item/per-product basis in Checkfront? Follow these steps, depending on your version. Items Navigate to the item's Attributes tab. Under QuickBooks Online Settings, open the QuickBooks Item menu. Choose the sales item that should apply and then choose Save. Products Navigate to the product's Advanced tab. Under Integrations, select the QuickBooks Online tile. In the popup that appears, open the QuickBooks Sales Item menu. Choose the sales item that should apply and then choose Done and lastly Save.

If you have configured sales taxes within your QuickBooks Online account, then they automatically sync with Checkfront and appear in this drop-down menu. Simply choose the default sales tax you would like to use for your bookings.

 

When Checkfront creates an invoice in QuickBooks Online, Checkfront does not send any tax values. We only send the item/product price and QuickBooks Online calculates the taxes. As long as the tax is mapped correctly, then the tax and item price are calculated correctly when the invoice is created in QuickBooks Online, including inclusive taxes.

 

Determine what triggers the creation of an invoice in QuickBooks Online. 

 

Value	Description	Additional Details
Payment (on transaction)	An invoice in QuickBooks Online is created when any payment is added to a booking.	This is an event.
New Booking / Edit Booking	An invoice in QuickBooks Online is created when a new booking is added or an existing booking is edited.	This is an event.
Pending	An invoice in QuickBooks Online is created when the Pending status is applied to a booking.	This is a system status.
Reserved	An invoice in QuickBooks Online is created when the Reserved status is applied to a booking.	This is a system status.
Deposit	An invoice in QuickBooks Online is created when the Deposit status is applied to a booking.	This is a system status.
Waiting	An invoice in QuickBooks Online is created when the Waiting status applies to a booking.	This is a system status.
{Custom Statuses}	An invoice in QuickBooks Online is created when the selected custom status applies to a booking.	Any custom statuses you have added to the system are included in the list of triggers.

 

Note that transactions only sync to QuickBooks Online at the time the transaction occurs. For this reason, invoices always create in QuickBooks Online when a payment applies to a booking.

 

This sets the date that is used for the 'Invoice Date' on any invoices created in QuickBooks Online. The options are:

• Automatic: The date that the invoice is synced to QuickBooks Online. With this option, no dates are sent from Checkfront; instead, the dates are set automatically by QuickBooks Online.
• Booking Created Date: The date that the booking in Checkfront was created.
• Booking Start Date: The date that the booking in Checkfront starts.

 

This sets the date that is used for the 'Due Date' on any invoices created in QuickBooks Online. The options are:

• Automatic: Uses the Terms that are configured in the QuickBooks Online account (ex. 30-days after Invoice Date). With this option, no dates are sent from Checkfront; instead, the dates are set automatically by QuickBooks Online.
• Booking Created Date: The date that the booking in Checkfront was created.
• Booking Start Date: The date that the booking in Checkfront starts.

- Options

Some additional options that can be enabled:

• Don't synchronize transactions: prevents payments and refunds from syncing between Checkfront and QuickBooks Online
• Don't synchronize refunds: prevents refunds from syncing between Checkfront and QuickBooks Online
• Record refunds as RefundReceipts instead of CreditMemos: by default, refunds are recorded in QuickBooks Online as CreditMemos. This option causes refunds to be recorded as RefundReceipts instead.

 

Shows the current connection status to QuickBooks Online. If all is well, this should read "Connected to..." and then the name of the QuickBooks Online account. 

 

When ready, click Update to complete the configuration.    

 

 

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< Introduction to QuickBooks Online    |     Using the QuickBooks Online Integration >

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