QuickBooks (Online) Integration
QuickBooks (Online) Integration
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NOTE: This feature requires a subscription to QuickBooks Online and an Enterprise tier Seedtrakr subscription
To access the QUICKBOOKS INTEGRATION settings: Go to the ADMIN menu → COMPANY SETTINGS screen → QUICKBOOKS INTEGRATION tab
QuickBooks (Online) Integration Summary:
The following items from Seedtrakr can be synced to Quickbooks Online for generating invoices:
Customers
Products
Services
Retail Products
Invoices
Seedtrakr is considered the source of truth for the the above items. Changes made to them in Seedtrakr can be synced to QuickBooks, changes made in QuickBooks will NOT be synced to Seedtrakr.
For items that already exist in both systems, you can link them together so the two systems know they are the same.
For new items that you need to create, they should be created in Seedtrakr first, and then synced to QuickBooks.
Items that are already linked between Seedtrakr and QuickBooks can be updated in Seedtrakr and the changes can be synced to QuickBooks.
Chart of Accounts Note: Products and services can be assigned different income, expense and asset accounts from the QuickBooks chart of accounts. By default, if a product in Seedtrakr is linked to a product in QuickBooks, the accounts set on the product in QuickBooks will be used. If a product is first created in Seedtrakr, the accounts can be set on the product (in Seedtrakr) and will use those when synced to QuickBooks. If a product is first created in Seedtrakr and the accounts are not added to it prior to syncing to QuickBooks, the default chart of accounts from the Seedtrakr company settings will be used.
The following sequence is required to setup QuickBooks (Online) Integration with Seedtrakr
The following sequence is required to setup QuickBooks (Online) Integration with Seedtrakr
This creates a link between your Seedtrakr account and your QuickBooks online account to enable Seedtrakr to send data to QuickBooks.
Test the connection between Seedtrakr and QuickBooks before proceeding.
Configure invoice payment terms
Specify the payment terms that you want Seedtrakr invoices to be sent to QuickBooks with. All invoices sent to QuickBooks from Seedtrakr will use these payment terms, regardless of the payment terms set on the invoice that is generated by Seedtrakr.
Setup QuickBooks Customers (Link or Create)
Step 1: Seedtrakr needs access to the QuickBooks customer list, the list will be populated into the company settings (QuickBooks Integration) section.
Step 2: Seedtrakr and QuickBooks customers need to be "Linked" in order for invoices to be successfully synced to QuickBooks from Seedtrakr. This is done 1 of 2 ways:
Linking existing Seedtrakr customers to existing QuickBooks customers. This is advised if you already have the customer created in both systems.
Syncing Seedtrakr customers as new customers to QuickBooks. This is advised if you already have the customer created in Seedtrakr, but not in Quickbooks.
Sync QuickBooks Chart of Accounts to Seedtrakr
Seedtrakr needs to be able to view the QuickBooks chart of accounts to be able to assign the correct income, expense and asset accounts to products and services.
Syncing Quickbooks Tax Codes to Seedtrakr
Seedtrakr needs to be able to view the QuickBooks tax codes that are set up on your account. This is so it can sync invoices to QuickBooks with taxes correctly applied. This involves setting up the following in Seedtrakr once the tax codes have been synced:
Default GST Tax Code: Choose which tax code from your tax code list should be used for GST. (Used for gst applicable services and retail products)
Default Out of Scope Tax Code: Choose which tax code from your tax code list should be used for out of scope items. (Used for products and non GST eligible retail products & services)
Sync QuickBooks Products (Link or Create)
Step 1: Seedtrakr needs access to the QuickBooks product list, the list will be populated into the company settings (QuickBooks Integration) section.
Step 2: Seedtrakr and QuickBooks products need to be "Linked" in order for invoices containing those products to be successfully synced to QuickBooks from Seedtrakr. This is done 1 of 2 ways:
Linking existing Seedtrakr products to existing QuickBooks products. This is advised if you already have the product created in both systems.
Syncing Seedtrakr products as new products to QuickBooks. This is advised if you already have the product created in Seedtrakr, but not in Quickbooks.
Sync QuickBooks Services (Link or Create)
Step 1: Seedtrakr needs access to the QuickBooks services list, the list will be populated into the company settings (QuickBooks Integration) section.
Step 2: Seedtrakr and QuickBooks services need to be "Linked" in order for invoices containing services to be successfully synced to QuickBooks from Seedtrakr. This is done 1 of 2 ways:
Linking existing Seedtrakr services to existing QuickBooks services. This is advised if you already have the service created in both systems.
Syncing Seedtrakr services as new services to QuickBooks. This is advised if you already have the service created in Seedtrakr, but not in Quickbooks.
When invoices are generated in Seedtrakr (and your Seedtrakr account is connected to a QuickBooks account) there is now an option to sync them to QuickBooks on the dialog to generate the invoice. This option is selected by default and upon creating the invoice it is then synced to QuickBooks.
An invoice with the same details as the Seedtrakr invoice will be created in QuickBooks.
All data syncs from Seedtrakr to QuickBooks are captured in the QuickBooks Sync Log.
Here you can view the time, sync type, sync details and the Seedtrakr user that initiated the sync.
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