QuickBooks Online Accounting Integration

Create an accounting integration to Goflow using QuickBooks Online. This connection enables you to send order invoices and purchase bills from Goflow to QuickBooks. Additionally, you can synchronize customer and vendor lists, and retrieve open customer balances from QuickBooks while entering a new wholesale order in Goflow.

Connecting QuickBooks Online

To connect QuickBooks Online, follow these steps:

1. From the left sidebar, go to Settings › Accounting.
2. Select QuickBooks Online.
3. Click on Authorize to be redirected to the QuickBooks sign-in page.
4. Grant permissions for Goflow to access the app.

Managing QuickBooks Online Settings

From the left sidebar, go to Settings › Accounting. On this page, you can manage the following QuickBooks Online settings:

• Syncing wholesale customers
• Syncing vendors
• Syncing accounting products, and selecting the QuickBooks item type
• Manage accounts for invoice charges and discounts
• Manage accounts for bill charges and discounts

Selecting an Accounting Item Type

When choosing to push new products to QuickBooks, whether manually or automatically, decide between using Inventory Part and Non-Inventory Part. Consult your accounting team to determine which item type to use.

• If you are going with Non-Inventory Part, specify the Income Account to use with new QuickBooks items.
• If you are going with Inventory Part, specify the three accounts to use with new QuickBooks items: an Asset account, an Income account, and a Cost of Goods Sold account. The Cost of Goods Sold account selected must have its Tax Form set to Supplies and Materials. Manage this within QuickBooks.

QuickBooks requires that Inventory Part items have an inventory history start date. Transactions in QuickBooks cannot precede the inventory start date. When Goflow pushes an Inventory Part item to QuickBooks, it sets the start date as the first day of the previous year. For instance, if an item is created in July 2024, the start date will be set to January 1st, 2023. If you intend to push old invoices to QuickBooks, you can only do so for transactions dated after the first day of the previous year.

Managing Accounts for Invoice Charges and Discounts

Review the general section on mapping miscellaneous invoice charges. For QuickBooks Online, the following guidelines apply:

• Discount: Choose any available discount account in QuickBooks.
• Sales Tax: Requires assistance from Goflow Support.
• Shipping Charge: Automatically maps to the QuickBooks shipping account.

If you haven't yet set up invoice shipping charges with QuickBooks, follow these steps:

1. Create a Shipping Account - Go to the Chart of Accounts, click on New account, and create an Income type account.
2. Enable Shipping Charge - Go to Settings › Account and Settings › Sales › Sales Form Content. Edit the settings and enable Shipping. Remember to Save.
3. Set the Shipping Account - Go to Settings › Account and Settings › Advanced › Chart of Accounts. Edit the settings and set the account created in step 1 as the Shipping Account. Remember to Save.
4. Refresh Goflow Mapping - Login to Goflow, and go to Settings › Accounting. Edit the settings under Order Invoices Charges and Discounts, and Save. Goflow will automatically capture the QuickBooks shipping account.