Integration: QuickBooks Online

Updated 4 months ago by Pete

Overview

Flourish and Quickbooks Online (QBO) Integrate easily and set up by an administrator of both systems. The information synced between QBO and Flourish is transactional data and its dependent master elements.

Flourish supports integrating to QuickBooks Online Plus or QuickBooks Online Advanced. QuickBooks Simple Start and QuickBooks Basic do not support the tracking of inventory items, which is required to support the Flourish integration.

The elements *synced between Flourish and QBO are:

  1. Items (By SKU)
  2. Vendors
  3. Destinations
  4. Purchase Orders (Bills In QBO)
  5. Sales Orders (Invoices in QBO)
  6. Sales Order Payments
This integration supports only the QuickBooks Online products that are Type ‘Inventory’:

Pre-Integration

Ensure your QuickBooks Online Account works with Categories. Learn more here.

To start configuring QuickBooks and activating the integration, follow the steps below or watch this video:

  1. Go to Manage Settings > Integrations (if you do not see Integrations, make sure its turned on for your user role under Admin Roles).
  2. Click on the Pencil icon under the QuickBooks tab, then Chart Items to start setting up items.
  3. Click on Edit on the top right, and start adding the COGS Account, Income Account, and Asset Account for each item based on the Quickbooks configuration for those items.
  4. Click on the + sign next to the respective column header to add a New Account. You may also map to Quickbook Subaccount on each item level. The account names much match exactly.
  1. Ensure that all Items have accounts configured. Items are now ready to be synced.

Accounts and Sub Accounts

  • The way to sync/create a sub-account is to add, in Flourish Software “Account:sub-account
  • When you set, on the Flourish side, the Account, the integration does not look for Sub-accounts. If you want to create a sub-account, it must be under an account, in the form of “Account:sub-account”.

Integration

Now that Settings + Chart Items are configured, we can turn the integration on and start the syncing data.

  1. In the QuickBooks tab, click ‘Configure’, and enter your QuickBooks login credentials. Make sure the account has all the necessary permissions in QuickBooks.
  2. If connected successfully, the QuickBooks Integration status should now say Active.

Sync

General

Save time by setting Flourish Software to sync to QuickBooks Online automatically!

If all the automatic settings are off, manually sync all updates to QuickBooks. Sync manually any new Item, Order, Vendor, Destination, or payment.
  1. To sync any existing Item, Vendor, or Destination, go to the respective element in the settings screens.
  2. After you sync, Note the information on the QB SYNC INFO column.
  3. See the instructions for the sync of orders below.

Destinations/Vendors

  • For Destinations (or Customers in QBO), navigate to Manage Settings > Distribution > Destinations, and sync the items manually here as well. Do the same for Vendors.
Destinations and Vendors sync from Flourish Software to QuickBooks Online: Flourish maps using Destination DBA and then Company Email.  

Items

  • Use filters to show: Internal, External, Enabled, or Disabled items. The SKU is displayed as well for sorting.

Internal item sync
  1. Go to Settings.
  2. Select Integrations.
  3. Click the pencil icon next to Quickbooks.
  4. Select Chart Items.
  5. Locate the items.
  6. Click the Sync to QB green button.

If you try to create a back-dated PO or Sales Order that is before the item's initiated date in QBO, you will get an error. Edit the item in QBO to a date earlier than the Sales Order or PO date.

External item sync
  1. Go to Settings.
  2. Select Integrations.
  3. Click the pencil icon next to Quickbooks.
  4. Select Chart Items.
  5. Select External.
  6. Locate the items.
  7. Click the Sync to QB green button.

Orders

Now that all items are synced to QuickBooks, we can now sync Purchase Orders (Inbound) and Sales Orders (Outbound).

  • Sales Orders are synced as "Invoices"
  • Purchase Orders are synced as "Bills".
Inbound Orders
  1. Go to Inbound.
  2. Click on the PO # you wish to sync.
  3. If all Items are already internal/synced to QuickBooks Online, click .
  4. Click Yes to confirm sync.
  5. If you still have external items on your purchase order, either follow the steps above to sync an external item OR create it as a new item if you wish to change the name of the item and/or the cost or price of the item
Outbound Orders
  1. Go to Outbound.
  2. Click the green QB icon next to the Order ID #.
  1. Click Yes to confirm sync.

Payments logged in Flourish will be reflected in QBO.

You can also sync from the Order Details screen, similar to the sync of Inbound orders:

  1. Click on the PO # you wish to sync.
  2. If all Items are already internal/synced to QuickBooks Online, click .
  3. Click Yes to confirm sync.

Example

Here is a quick Manufacturing Example of Sales Order to Invoice QBO Integration

  1. Create inventory from BOM

  1. Add to Sales Order and Sync to QBO

  1. Find under Invoices in Quickbooks (Note: Tax calculations were not set up in this example)


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