QuickBooks Online: Setup

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Plan Availability: ✓ Soho | ✓ Pro | ✓ Plus | ✓ Enterprise | ✓ Flex |
Locate: Manage > Integrations >  Account > Quickbooks
Prerequisites: Admin permissions, QuickBooks Online account.

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QuickBooks Online is a cloud-based accounting solution, enabling users to access and maintain their business finances from anywhere with an internet connection.

Once the integration is activated in your Checkfront account, bookings and transactions will automatically sync with QuickBooks Online, allowing you to track reservations and reconcile invoices faster than ever before.

QuickBooks Online is a third-party integration with a monthly subscription fee. This fee is paid directly to QuickBooks and there are no additional fees for usage with Checkfront.

Expired Tokens When initially configured in Checkfront, the QuickBooks API creates an access token to authorize the connection between the two apps. This token remains active for one year, after which, access will be discontinued. Unfortunately, this will happen without warning as there is no way to let a user know ahead of time that the access token is about to expire. When it does expire, all you have to do is reauthorize the connection. To do this, simply go back to the integration (Manage > Integrations) in your main menu. Locate the QuickBooks Online tile and click it with your cursor.  You will see a label to let you know the integration is disconnected (highlighted in yellow below) Simply click on the Connect to QuickBooks button to go through the steps listed earlier and authorize the connection. To avoid any missed invoices in QuickBooks, it might be a good idea to create an entry in your third-party calendar/diary to disconnect/reconnect the integration a few days before the access token expires (one year from initial integration activation).

 

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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. 

 

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

 

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

You will need to click Authorize in order to continue.

 

Once you've clicked Authorize, you'll see another pop-up window appear. This time, Checkfront is asking your permission to receive information from Intuit.  

Again, you must click Authorize to continue.

 

Just when you thought you were done with the pop-up windows... Yes, there's another one. This is a Checkfront pop-up, asking for permission to grant access to QuickBooks Online.  

Click Allow, finalizing the integration activation. The final step is then to configure the default settings for everyday use of the integration.

 

 

This is an item from your QuickBooks Online products and services which will be used as your default sales item.

 

If you have configured any sales taxes in your QuickBooks Online account, they will 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.

 

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
• 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)
• Booking Created Date: the date that the booking in Checkfront was created
• Booking Start Date: the date that the booking in Checkfront starts

 

Any custom and system statuses you have created in your Checkfront account will be available through this menu. When making a selection, you are choosing the status of a booking for which you wish an invoice in QuickBooks Online to be created.

Please note that transactions will only sync to QuickBooks Online at the time the transaction occurs. For this reason, invoices will always be created in QuickBooks Online when a payment is applied to a booking.

 

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 will be recorded in QuickBooks Online as CreditMemos. This option will cause 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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QuickBooks Online: Using the Integration >

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