QuickBooks

join our early access beta if you’d like to join the beta and help shape the integration, please get in touch with docid\ nnuw1g9z7eaj4m78vk7t9 we’d love to involve you! requirements plan merchants must be signed up to the professional or enterprise plan platform merchants must be using shopify introduction https //quickbooks intuit com/ provides online accounting tools for managing finances, invoices, inventory and customer records with the sparklayer integration, your b2b orders automatically sync to quickbooks to create invoices and contacts reducing manual data entry and removing the need for additional apps or systems to keep your platforms in sync ⚠️ pre requisites important! the following areas need to be configured prior to enabling the integration item details products all b2b products need to be created in quickbooks with the applicable tax rates applied shipping in order for shipping to be applied at invoice level, shipping needs to be enabled in quickbooks getting started join our early access beta please note that the quickbooks integration is currently in beta while we’re working to ensure a smooth and reliable experience, you may encounter occasional data inconsistencies or issues if this occurs, our support team is on hand to help, and you can disable the integration at any time if you prefer to pause its functionality to get started, login to your sparklayer dashboard and navigate to integrations > partner integrations > accountancy > quickbooks and enable the integration you will then be redirected to quickbooks to complete authentication you will also be notified about which data we require access to at this stage please note if your quickbooks account is associated to multiple companies then you will be requested to select which company you want to connect with sparklayer only one company can be connected per sparklayer team once you are connected, you can navigate back to the partner integrations page and modify the integrations configuration you'll need to follow the steps below ("configuration") to complete the setup configuration the following configuration options exists for the quickbooks integration; setting description automatic contact creation this is not set on install, and must be configured before using the integration this is not set on install, and must be configured before using the integration controls whether sparklayer should create customers in quickbooks during the invoice synchronisation process when creating invoices, each invoice must be associated with a customer in quickbooks we first attempt to match an existing contact (as outlined in the contact matching section) if no match is found, this setting determines what happens next enabled sparklayer will automatically create a new contact in quickbooks using the customer data held in sparklayer you can read more about contact creation https //docs sparklayer io/xero#zr11g disabled sparklayer will not create new contacts in quickbooks this assumes that contacts are either being created by another system, or being managed manually within quickbooks in this case, if no matching contact is found, no invoice will be created payment on account invoice creation trigger default on order default on order controls when an invoice should be created for orders using the payment on account payment method on order will create an invoice for the whole order once it reaches the processing status on shipment will create an invoice per shipment, once any fulfilments on the order have been created you can read more about payment on account orders below enable sales receipts enable this to generate sales receipts in quickbooks for upfront payment orders shipping tax code name of the tax code that should be applied to invoice lines for tax exempt users this must be set in order for invoice synchronisation to succeed tax exemption tax code name of the tax code that should be applied to tax exempt invoice lines income account name of the account that should be used as the income account on new products this will be used when creating the sparklayer custom product custom items on installation, a "sparklayer custom product" product is created within quickbooks that will be used when a custom item is added to an order within sparklayer to ensure an invoice can be successfully created, the applicable tax rate on this product needs to be set before use you can set this in the same way as other products within quickbooks invoice creation sparklayer automatically creates invoices in quickbooks for eligible orders as soon as the order is received from your platform please note this process runs in the background to keep the checkout experience fast and uninterrupted, which means there may occasionally be a short delay before the invoice appears in quickbooks orders eligible for invoicing whether an invoice is created depends on several conditions, including your integration settings and the specific details of the order item details fulfilment status we only create invoices for orders that are in either the processing or shipped fulfilment status payment method invoices are generated only for orders using either the payment by invoice or payment on account payment methods payment by invoice for payment by invoice orders, the invoice is created as soon as the order reaches the processing status payment on account for payment on account orders, invoices are created depending on the integrations configuration you can read more about payment on account orders below you can learn more about configuring these methods docid\ ibikczvhm085bkejiffyv payment on account orders & split shipments the integration configuration allows you to decide when invoices are created for orders that use the payment on account payment method invoices can be created either on order or on shipment if you have configured your integration for on order then an invoice will be created when the sparklayer order reaches the processing state if the integration is configured for on shipment then an invoice will be created at the time an fulfillment has been fulfilled on the order this handling caters for split fulfillments as will we will create an invoice per fulfillment, containing only the line items fulfilled customers will be able to download all invoices associated with an order from their my account section note if the integration is configured to create orders on shipment and changed to on order and partially fulfilled orders will not have invoices created for the remaining shipments please ensure any partially fulfilled orders are completed before changing this configuration shipping in the case of split shipments, the shipping method associated with the order will always be attached to the invoice created for the first shipment on the order how invoices are created invoices are generated using the quickbooks api each invoice is created using a combination of data from the sparklayer order your integration configuration relevant settings within quickbooks the specific fields and logic used are outlined below item details contact we attempt to match the invoice to an existing quickbooks contact using the customer details from the sparklayer order if a match is found, the invoice is associated with that contact you can read more about how contact matching and syncing works in detail here billing address the billing address shown on the invoice is taken from the order billing address due date the due date calculated for an invoice is dependant on three factors the order date the payment type the customers payment terms due date for payment by invoice orders for orders using the payment by invoice payment method, the due date is set to the order date due date for payment on account orders for orders using the payment on account type, the due date is calculated in the following hierarchical order if the customer has net terms configured in sparklayer, these are applied to the order date you can read more about configuring net terms docid\ ywm70oquosykooiqb4z4g if not, any payment terms configured for the contact in quickbooks are applied if neither of the above are set, any global payment terms configured in quickbooks are applied if none of these are set, the due date defaults to the order date line item description the line item’s sku is used as its description quantity the quantity matches the value recorded on the order in sparklayer unit amount & line amount the unit and line amount are calculated by sparklayer and passed directly to quickbooks tax amount tax values are calculated by quickbooks using the tax rates specified in quickbooks shipping if shipping enabled in quickbooks, the shipping amount will be set on the invoice, with the shipping method reflecting the name of the service chosen and the price visile in the totals if shipping is disabled in quickbooks it will be added as a line item to the invoice the shipping line will use the shipping tax code specified in the configuration viewing invoices once an invoice has been created in quickbooks, customers can access it directly from the my account section of your store when the invoice is ready, a view & download invoice button will appear on the relevant order selecting this button will take the customer to the publicly accessible invoice url generated by quickbooks if this button is not visible, please review our troubleshooting steps below contact matching & creation when creating an invoice, we first attempt to associate it with the correct quickbooks customer using the customer details from the sparklayer order how contact matching works contacts are matched in the following order account number match we check for an existing quickbooks contact with an id that matches the accounting id configured against the customer in sparklayer (typically stored via metafields) email match if no account number match is found, we attempt to match using the customer’s email address if a match is found for either of these conditions, the invoice is associated with the matching contact multiple contacts for a single email in sparklayer, email addresses are unique only one customer account can exist per email address in quickbooks, email addresses are not unique, meaning multiple contacts can share the same email if multiple quickbooks contacts exist for the customer’s email address, the invoice sync will fail and be rejected please note if your organisation uses multiple contacts with the same email address, we recommend configuring unique account numbers for each contact to ensure reliable matching automatic contact creation if no existing contact can be matched using the methods above, sparklayer will automatically create a new contact in quickbooks using the customer data from the order this behaviour is controlled by the automatic contact creation setting in your integration configuration data synced on contact creation when a contact is created in quickbooks, the following information is synced once and is not automatically updated if changes occur later in sparklayer first name & last name email address billing & shipping address (based on the order being invoiced at the time of matching) currency will be set to the currency of the invoice being created disabling the integration to disable the integration, log in to your sparklayer dashboard and navigate to integrations → partner integrations → accountancy → quickbooks , then toggle the integration off please note if the integration is disabled, all related features will stop working no invoices will be created for orders placed while the integration is disabled customers will no longer be able to access their quickbooks invoices previously generated via sparklayer using the link in their my account section faq's how do i disconnect from quickbooks? to disconnect from your quickbooks organisation from sparklayer you will need to login to your sparklayer dashboard and navigate to integrations > partner integrations > accountancy > quickbooks then disable the integration this will remove the connection from your quickbooks organisation please read further information here on what happens when the integration is disabled https //docs sparklayer io/xero#ojttc does the integration work for d2c orders? no the integration only supports b2b orders that are created through your platforms connection with sparklayer direct to consumer (d2c) orders are not included in the sync and will not be pushed to quickbooks as invoices what level of access does the integration require in quickbooks? when connecting sparklayer to your quickbooks organisation, you’ll see a list of the exact permissions requested we follow quickbooks best practice and only ask for the minimum access needed for the integration to function currently, this includes view & manage contacts to match invoices to existing contacts and create new contacts for sparklayer customers if your integration configuration allows view & manage business transactions to create invoices in quickbooks for sparklayer b2b orders and in the future, view payments made on invoices view organisation settings to read configuration details such as global payment terms when calculating invoice due dates troubleshooting below are some common issues and steps to help resolve them if your issue isn’t listed, or the problem persists after following these steps, please contact our support team customers cannot access their invoice from the my account section if links to invoices are not showing in a particular customers my account section, it could be due to a number of reasons ensure the integration is enabled in the sparklayer dashboard by navigating to integrations > partner integrations > accountancy > quickbooks ensure the order is in a processing or shipped fulfilment status we do not create invoices for orders which are in the awaiting merchant status ensure an invoice exists in quickbooks for the given order in some cases it may take a little time for orders to sync across if there appears to be a large delay, or an invoice has not been created, please contact support, providing the customer and order id if you are still experiencing issues after checking the above, or invoice urls are not showing for all of your customers, please contact support known limitations please note the following products must be setup in quickbooks, with a sku that matches shopify and the correct tax rate applied invoice creation in quickbooks is one way any changes made to invoices in quickbooks, such as modifications to line items or customer details will not be reflected back in sparklayer or your platform apportioned tax rate for shipping line is not currently supported multi currency is not currently supported where a customer has an existing invoice for another currency