New to QuickBooks Online? Read the first article in this series for an introduction to QuickBooks Online.
Which plans include this feature?
Where can I find this feature using the top menu?
Manage > Integrations > Accounting > QuickBooks Online
What more do I need to use this feature?
- Admin or restricted permissions to access Reports & Booking Data to View Invoice and Transaction Log.
- A QuickBooks Online account.
Which Checkfront version supports this feature - classic, new or both?
- This feature is available in both our classic version using items (Inventory > Items) and our newest version using products (Inventory > Products). → Learn more about products
Synching with QuickBooks OnlineBack to top
The QuickBooks Online integration is now activated and configured for your account.
Based on the settings we used in the previous step, an invoice and transaction are automatically created in QuickBooks Online when a Customer makes a reservation or payment is added to a booking.
The integration is a one-way connection; information is synced from Checkfront to QuickBooks Online.
All changes to transactions and bookings should be done in Checkfront.
Viewing the transaction logBack to top
You can check the booking's Log tab in Checkfront at any time to ensure these transactions are going through successfully without needing to check every time in QuickBooks Online.
Viewing the invoice log in QuickBooksBack to top
When viewing an invoice in Checkfront, you can quickly access the associated invoice in QuickBooks Online by clicking the View in QuickBooks link below.
Information synched to QuickBooks OnlineBack to top
BookingsBack to top
Bookings are created in QuickBooks Online as invoices. The invoice is populated with the item/product information and booking total.
Please note that QuickBooks calculates the taxes used on the invoice; to ensure that the invoice total is accurate, you must ensure that the taxes configured in the two systems are the same.
Invoices only sync to their default Class in QuickBooks Online. Learn more about Classes here:
CustomersBack to top
Each invoice in QuickBooks Online is associated with a Customer. Checkfront also creates a new Customer, the QuickBooks Online account, when creating the invoice.
QuickBooks Online requires that all Customers have a unique display name; to ensure all Customers have unique names, a unique identifier is added to the Customer's display name. Otherwise, unrelated Customers with the same name could be incorrectly associated with each other.
PaymentsBack to top
When a payment is added to a booking in Checkfront, a matching payment is added to the invoice in QuickBooks Online. If you would like to stop payments from being created, then you can enable the 'Don't synchronize transactions' option.
Transactions processed before the integration is enabled do not automatically sync. Instead, this information must be manually exported from Checkfront and imported into QuickBooks Online.
RefundsBack to top
Payments refunded in Checkfront are synchronized to QuickBooks Online.
By default, refunds are created as Credit Notes. If this is not useful for your business, then you can enable the option to use Refund Receipts instead.
There is also an option not to synchronize refunds at all if that is preferred.
Common Issues & SolutionsBack to top
Listed here are common errors or situations you may come across when using Quickbooks Online:
Next, we look at editing an invoice that is synched to QuickBooks online.