How to integrate and use QuickBooks Online with Zuper?

How to integrate and use QuickBooks Online with Zuper?


Zuper is integrated with QuickBooks online  to make your accounting and inventory management go hand-in-hand. With this seamless integration.

Insight: This help document is applicable to QuickBooks online.

With this integration you can:
  1. Sync all your contacts, accounts & inventory from Zuper to QuickBooks online.
  2. Upon creating Quote/Invoice in Zuper will be synced with QuickBooks online.

Prerequisites

  1. You must have an active account with QuickBooks online.
  2. You cannot connect multiple QuickBooks online organizations to your Zuper account and vice versa.
  3. Ensure that the base currency of both these organizations is the same.
  4. Make sure the Zuper account used for API key generation is not used for any other configuration/Integration/Usage. Use a different Zuper account for syncing Customers, Products, Estimates and Invoices.

Set up QuickBooks Online integration with Zuper

Integrating Zuper with QuickBooks is a simple and straightforward process.
  1. Log in to your Zuper account.
  2. Navigate to the App Store on the sidebar.
  3. Choose Accounting & Payments from the side menu.
  4. Select QuickBooks  & Click the Install QuickBooks button.
  5. You will be redirected to the QuickBooks sign-in page. Enter your credentials to proceed with the integration.
  6. Once you sign in to QuickBooks, if you have multiple organizations, you need to select the organization you want to connect with Inventory.
  7. After selecting an organization, click Connect to complete the integration.

Zuper App Configure

  1. Once you have connected with QuickBooks, you will be redirected to your Zuper account to configure the integration.
  2. Here, you must configure the settings to sync the Zuper modules with QuickBooks online.

  1. To create the Zuper API refer to the article (How do I create an API Key for my Zuper account?).
Note: It is mandatory to enter the Zuper API Key for Integration to perform smoothly. 
  1. Sync Product Masters (Mandatory) - Upon selecting the option as "Yes" inventory will be syncing 2 -ways from Zuper - QuickBooks and vice versa. If "No" is selected, inventory items won't be synced between Zuper & QuickBooks.
  2. Invoice Status to Trigger Sync (Mandatory)- Upon selecting the status for the invoice in Zuper, we trigger the sync to create a similar invoice in QuickBooks without any duplication. If the status is selected as "All" upon creating the invoice in Zuper, immediately sync will be triggered, and the invoice will be created in QuickBooks.
  3. Default Tax Agency (In QuickBooks) - Copy/Paste the "Default tax Agency" from QuickBooks, if available.
  4. Email IDs for Notification - Upon sync, a failed error message will be emailed to the given ID's.
  5. Default Payment Mode UID - To get the "Payment UID". Click "CRTL+Shift+J" and copy/paste the below code.

    var scope = angular.element(angular.element($(".hbox"))[0]).scope();
    _.each(scope.vm.payment_modes, function(p){
    console.log("-----------------------");
    console.log("Payment Provider Name: ", p.payment_mode_name);
    console.log("Payment Provider UID:", p.payment_mode_uid)
    });



  6. Identify Customers in 'Zuper - QuickBooks' - Upon selecting the below option, at the time of syncing the invoice/estimate with QuickBooks, it checks and creates the invoice for the right customer.

    Zuper
    QuickBooks
    Customer Email
    Customer Email
    Customer Name
    Customer Name
    Billing Email
    Customer Email
    Billing Name
    Customer Display Name
    Organization Name
    Customer Display Name
  1. ID Preference for Estimate / invoice - Upon Selecting the "Zuper ID / QuickBooks ID", this will be updated in QuickBooks online under the field name "Estimate / Invoice No".
  2. Sync Customers Masters (Mandatory)- Upon selecting the option as "Yes" whenever a new customer is created in Zuper, it will be synced with the QuickBooks customer module automatically.  However, the option is selected as "Yes, Only during invoice/estimate sync" in that case, synchronization will occur between Zuper and QuickBooks for a new customer that is created in Zuper only when an invoice or estimate is generated for that particular customer.  If the option is selected as "No" sync between Zuper & QuickBooks online for customer sync will not be executed.
  3. Sync Estimate (Mandatory)- Upon selecting the option "Yes," whenever a new estimate is created in Zuper, it will be synced with the QuickBooks online estimate module automatically. If the option is selected as "No", the sync between Zuper & QuickBooks for estimate sync will not be executed.
  1. Quickbooks Plan (Mandatory) - The product type is allowed as “Service” only for the Essentials plan in QuickBooks online. If other than the “Essentials” plan, the product type can be “Inventory or Non-Inventory.”

  2. Custom Field Mapping -The data flows from Zuper Custom fields to QuickBooks Custom fields from the Invoice. 
The format of custom field mapping is :QBField1,ZuperField1;QBField2,ZuperField2
Note: The custom field support from QuickBooks is limited to three; if we add more than three custom fields, the data sync will not happen. 
Display Name Format - From Zuper account for the invoices and estimates the customer name sync to QuickBooks online happens based on the dropdown options:
First Name, Last Name (Default)
Last Name, First Name
Based on the preference chosen, the name sync happens. 
  1. Account Name to deposit Payments – Enter the account name to which the payment needs to be allocated. Upon entering the account name, the payment amount will be recorded in the chosen account, ensuring accurate financial tracking and allocation. For example, if the deposit payment is for rent, you might enter “Rent Expense account” in this field to ensure the payment amount is recorded under the Rent Expense account in QuickBooks.
  1. Invoice Deletion in Zuper to Void in Quickbooks – Upon selecting "Yes", whenever any invoice is deleted in Zuper will also be voided in QuickBooks online. If "No" is selected, deleting an invoice in Zuper will only remove it from Zuper, leaving the corresponding invoice unaffected in QuickBooks online.
  1. Use QuickBooks as Tax Master – Upon selecting "Yes", QuickBooks online will be used as the primary source for tax-related information such as tax rates and codes. If "No" is selected, Zuper will be the primary source for Tax. 

  1.   If QuickBooks online is chosen as the primary tax source, ensure that tax configurations in Zuper align with those specified in QuickBooks online.


  1. Push Email field for Customer in QuickBooks -  Upon selecting "No", the specific customer's email address will not be pushed from Zuper to QuickBooks. If the option "Yes" is selected, the customer's email address will be sent to QuickBooks online.

  2. Use Different Discount Account in QuickBooks Upon selecting "Yes", the different discount accounts will be used in QuickBooksthe discount account is specified in the Name of the Discount. If the option "No" is selected, the default discount account will be used in QuickBooks online.

  3. MultiCurrency Enabled in QuickBooks – Upon selecting "Yes", multi currencies will be used in QuickBooks, If the option "No" is selected, the default currency set in Zuper will be used in QuickBooks online.

  4. Invoice Cancel in Zuper to Void in QuickBooks  Upon selecting "Yes", invoice cancelled in Zuper will be invalid in QuickBooks, If the option "No" is selected, the invoice cancelled in Zuper will not be invalid in QuickBooks online.

QuickBooks Online Integration Account Configure

  1. Sign In to the QuickBooks online account and click the below link based on the account signed-the in. Then click the "Switch Now" button.
    1. QuickBooks Live Account - https://app.qbo.intuit.com/app/categorymigration 
    2. QuickBooks Staging Account - https://sandbox.qbo.intuit.com/app/categorymigration 
            
  1.  Go to Accounting -> Chart of Accounts and make the following changes to the below 3 accounts:

       Name: Inventory Asset
      Account Type: Other Current Assets
      Detail Type: Inventory
       Name: Cost of Goods Sold
      Account Type: Cost of Goods Sold
      Detail Type: Supplies & Materials - COGS
       Name: Sales of Product Income
      Account Type: Income
      Detail Type: Sales of Product Income

Updating newly created Income/Expense Accounts in Product Custom Fields

When creating new income and/or expense accounts in QuickBooks for accurate tracking and categorizing financial transactions, it’s essential to ensure seamless integration and data consistency between Zuper and QuickBooks online. Follow these steps to add the newly created account name in the Product Custom Fields.

  1.  Go to Settings > Custom Fields & Checklist Settings > Product / Part Fields.
    The Product Custom Fields page opens.
  2.  In the QBO Income Account field, add the names of the newly created income accounts as values.
  3. In the QBO Expense Account field, add the names of the newly created expense accounts as values.
 Adding the account names in the Product Custom Fields enables easy selection of specified accounts while creating products and services. This ensures that products or services are correctly linked to QuickBooks' online appropriate income or expense accounts, facilitating accurate financial tracking and categorization.

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