To integrate with QuickBooks online you must be using opsi's Invoice Processing feature, and have the "Manage Business Settings" permission.
You can integrate with QuickBooks online to export your invoices into QuickBooks as Bills, and your receipts as Expenses.
Setup Overview
Mapping Categories
Your opsi Item Categories must be mapped to your accounting categories in order to export invoices.
Currently you can only map to accounting categories that contain a GL code.
Mapping Vendors
Your opsi Vendors must be mapped to your accounting vendors in order to export invoices. If a vendor is not mapped when you export an invoice you will receive an error. You can, however, export receipts using a mapped funding source with no vendor association.
Mapping Invoice Fields
By default, if an exported invoice contains values in the "Tax", "Shipping Tax", "Shipping", or "Other Charges" fields, these values will be proportionally spread across the accounting categories associated to the items on that invoice. If you wish to instead post the values in those fields to specific accounting categories, you can do so by entering those accounts into the respective opsi fields.
Mapping a Class
If you use classes you have the ability to select one class which will export with all of your invoices.
Funding Sources
If you plan to export receipts into QuickBooks, you will be required to setup funding sources. These funding sources help opsi know how the receipt should be posted into QuickBooks (Ex. as an expense).
Multi-Unit Setup
If your account is part of an organization with a multi-unit setup, please reach out to your customer success manager to assist with the initial QBO setup.
Step 1: Connect opsi with QuickBooks
Step 1: Connect opsi with QuickBooks
Click "Bonjour" in the header and choose "Business Settings".
Click "Integrations" in the left-hand navigation.
Next to Quickbooks Online, click the "Edit" button.
Click "Authorize". This will bring you to QuickBooks online where you can authorize the integration and select the QuickBooks account you wish to connect to the opsi account.
Step 2: Map categories
Step 2: Map categories
On the QuickBooks integration page, click "Manage categories".
This page will allow you to map your opsi Categories to your Accounting Categories. You have the ability to map multiple opsi Categories to the same Accounting Category if necessary.
Click "Save" when you are done.
Step 3: Map vendors
Step 3: Map vendors
On the QuickBooks integration page, click "Manage vendors".
The first page will allow you to map your existing opsi Vendors (vendors that have already been created on opsi from invoice processing) to your vendors on QuickBooks. Check the "Ignore Invoices" box if you want invoices from the vendor to be prevented from exporting to QuickBooks.
Click next.
The second page will allow you to select any additional vendors that are on your accounting software that you wish to create as vendors and map to on opsi. Only vendors that are not created on opsi yet should be selected here.
Click "Save".
Step 4: Map invoice fields (if applicable)
Step 4: Map invoice fields (if applicable)
By default, if an exported invoice contains values in the "Tax", "Shipping Tax", "Shipping", or "Other Charges" fields, these values will be proportionally spread across the accounting categories associated to the items on that invoice. If you wish to instead post the values in those fields to specific accounting categories, you can do so by entering those accounts into the respective opsi fields.
Step 5: Map a class (if applicable)
Step 5: Map a class (if applicable)
If you use classes (ex. for different locations), you can select a class so every invoice exported posts to that class.
Step 6: Setup funding sources (if applicable)
Step 6: Setup funding sources (if applicable)
If you plan to import receipts into opsi and export those receipts as expenses, setting up funding sources is an important step.
On the QuickBooks integration page, click "Manage funding sources".
Click "Add".
Enter a name for this Funding Source.
Select the "Type" of funding source it is.
Select the account it maps to on your ERP in "ERP Mapping".
Repeat these steps for any additional funding sources you may want to use to export expenses against.
Step 7: Export invoices
Step 7: Export invoices
It's important to review your invoices before exporting. If there's a mistake on an invoice you can re-export, which will require you to delete the existing bill on QuickBooks before doing so.
On the "Invoices" page you have a few options to export:
Export an individual invoice
Click the three dots on a Published invoice line and choose "Export".
Alternatively, you can click the "Export" button while viewing an invoice.
Export invoices in bulk
Click the down arrow at the top right and choose "Bulk Select".
Select the invoices you wish to export.
Click the three dots at the top and choose "Export".
Step 8: Export receipts
Step 8: Export receipts
Before exporting receipts, be sure you have Funding Sources setup so opsi knows how to properly post your receipts.
Open the receipt you wish to export.
Click the "Funding Source" dropdown to select the proper funding source for the receipt.
Click "Export".
Re-exporting Invoices
Re-exporting Invoices
Invoices can be re-exported at any time, however it is recommended to first delete the existing Bill in QBO before re-exporting to avoid collisions/errors.
Open the invoice you wish to re-export.
Click "Re-export".
