OneBill: How to Set up the Quickbooks Online Integrations
Written by Marissa Orsini
Updated at May 4th, 2023
Table of Contents
Scope
The following steps will show you how to set up and use the Quickbooks Online integration with OneBill.
Items Needed
- Access to OneBill
- Quickbooks Online Administrator Access
- Go to Sys Admin > Integration
- Click on the Accounting tab.
- Click where it says "QuickBooks" to expand
- Scroll to the bottom and click on Connect
- A New window will pop up and ask you to log in to Quickbooks Online.
- Once logged in, it will look like this.
- You can now choose to set it up on Auto Sync or You can come in here and manually sync them each month.
- If you see that it did not push to Quickbooks, You can view the report under Reports > Operations > Quickbooks Sync Report
Sync Entities and Terminology
| OneBill | Quickbooks Online |
|---|---|
| Product | Product/Service(item) |
| Subscriber | Customer |
| Invoice | Invoice (it will keep the same number from OneBill) |
| Payment | Payment |
| GL String | Product/Service Name |
| GL Code | Chart of Account |
| Accounting Display Name | Display Name |
Invoices
-
Invoice to Invoice Sync: Invoices from OneBill are pushed as Invoices into
- QuickBooks Online. An invoice from OneBill is always pushed under a customer into Quickbooks.
- Invoice - Customer Relationship: An invoice from OneBill is mapped to a customer in QuickBooks Online using the Accounting Display Name information
- The Invoice Items: Invoice level entities such as Adjustments, Taxes, etc are captured and synced as part of an invoice in QuickBooks Online. Suitable QuickBooks Online items must be pre-configured in order to record and track invoice items such as Adjustments, Taxes, etc
Payments
- Payment to Payment Sync: Payments from OneBill are pushed as Payments into QuickBooks Online. Payments are recorded against the corresponding outstanding invoice(s)
- Payment - Invoice Relationship: A payment from OneBill is mapped to an invoice in QuickBooks Online using the Accounting Display Name information of a customer and the invoice number of the invoice recorded for a customer
- Payment Items: Payments are recorded under the “Undeposited Funds” Chart of Account in QuickBooks Online, by default. The Payment Method information can be configured prior to a sync
Troubleshooting
- Duplicate Name Exists Error, ERROR DETAIL: The name supplied already exists. Another customer, vendor, or employee is already using this name. Please use a different name.
- Failed to create Invoice, item “ABC” not found in QuickBooks
- Failed to create Invoice, unable to get account reference from QuickBooks: SR1303
- Failed to Sync. Receipt Number - 'REC1002', Invoice 'IN1003' not found on QuickBooks Portal.
- Failed to get Term from QuickBooks: Ensure to check that there exists at least one term with "0" days.