QuickBooks

Overview

The QuickBooks integration simplifies and streamlines the accounting, tracking, and reporting processes of your business.

With this integration, you can effortlessly sync invoices, payments, and relevant data from your Subsbase site to QuickBooks Online. It also allows real-time reconciliation of information from customer accounts, payments, and receivables. This automation process will eliminate the possibility of human errors and keep your books up-to-date without any hassle.

Setup Considerations

Before setting up the integration, take into consideration the following points regarding how the sync process works between Subsbase and QuickBooks Online.

• This integration only supports QuickBooks Online and does not function with QuickBooks Desktop.
• If you have different tax authorities set up in Subsbase, it is not recommended to connect your Subsbase site to a single account in QuickBooks due to tax implications in QuickBooks.
• To avoid any errors with invoices syncing to QuickBooks, it is recommended to disable the "Custom Transaction Numbers" function within QuickBooks, which is responsible for creating a unique identifier for transactions.

Data Sync Overview

The integration has six points, where data are matched as follows:

1. Subsbase Customers with QuickBooks Customers.
2. Subsbase Plans/Addons and Line Items with QuickBooks Product/Service.
3. Subsbase Invoices with QuickBooks Invoices.
4. Subsbase Payments with QuickBooks Payments and Refunds.
5. Subsbase Taxes with QuickBooks Taxes.
6. Subsbase Coupon Discounts with QuickBooks Discount.

Customers

• When an invoice is created in Subsbase, we will check if the customer, identified by their email, is registered on QuickBooks.
• If they are not, Subsbase will automatically create a new customer account for them on QuickBooks, with the following information (customer name and email).
• The character limit allowed for entering a customer's name in QuickBooks is 25 characters. So if a customer name exceeds 25 characters, Subsbase will trim the remaining characters and sync to QuickBooks.

Plans/Addons and Line Items

• Plans in Subsbase will be matched with Plan Codes or Accounting Codes. And addons in Subsbase will be matched with Addon Codes, to be matched with Item/Service codes in QuickBooks Online.
• In QuickBooks, a product or service Item/Service code is a unique identifier, so using the same code for multiple plans, addons, and/or line items will sync them all to this one specific product or service.
• The length of QuickBooks Online Item names is limited to 100 characters. So if an object name exceeds 100 characters, Subsbase will trim the remaining characters and sync to QuickBooks.

Invoices

• Each invoice line item from Subsbase will be synced to QuickBooks.
• You can manually push invoices created before the integration with QuickBooks Online by clicking on the "Push" button available on the invoice.
• For the invoice to be pushed successfully, it must contain all the plan/addon codes, line item names, and/or tax titles, which are matching with the entities present on QuickBooks Online.
• Any voided invoice in Subsbase will be voided in QuickBooks. The invoice from your accounts receivable will be removed and QuickBooks will update your financial statements accordingly. The amount originally billed on the invoice will be removed from your income accounts and will not be included in sales totals or reported on your tax returns.
• To avoid any possible errors that might occur when syncing invoices to QuickBooks, it is advisable to disable the "Custom Transaction Number" feature, which generates a unique identifier for transactions.

Payments

• Transactions in Subsbase will be mapped with Payments and Refunds in QuickBooks.
• Payments made in QuickBooks will reference the invoice that the transaction pays.
• Payments on invoices are synced as "Receive Payments" in QuickBooks.
• Only successful/captured transactions will be synced with QuickBooks; failed transactions will not be synced.
• Also, card authorization transactions will not be synced.
• Refunds in Subsbase will be mapped with Payments and Refunds with the refund object in QuickBooks.
• In QuickBooks, the transaction number will be written in the Memo field of the Payments and Refunds receipt object once the sync between Subsbase and QuickBooks is completed.

Taxes

• In Subsbase, Taxes are all synced as Taxes in QuickBooks Online.
• If you activated taxes in your QuickBooks account, make sure that all your invoices include taxes to avoid sync failure.
• Tax mapping will be possible only if you have set up taxes in Subsbase.
• If you have created Tax Labels in Subsbase but were not registered in QuickBooks before syncing your invoices, you can update them later in Subsbase to match the tax titles that were already configured in QuickBooks. Any update in Tax Labels will only impact future invoices.
• Ensuring that a Tax Label, with its Type and Value, is identical in both Subsbase and QuickBooks is crucial, to avoid any data discrepancies.
  • For example, you have a Tax Label in Subsbase for a product that has a Fixed Amount of $10. You also have the same tax in QuickBooks, but the Tax Label is set as a Percentage of 5%. If you do not ensure that the Tax Label in both systems matches its Type (Fixed Amount or Percentage) and Value, you could end up with discrepancies in your financial records.
• We support the taxation of customers within Subsbase, however, we do not support the taxation of our customers using QuickBooks functionality. The integration will send invoices and credit memos, along with their respective tax information, from Subsbase to QuickBooks.

Coupon Discounts

• Coupon discounts will be synced with the "Discount Value" section on the invoice in QuickBooks.
• The fixed-amount discounts will transfer the exact amount to QuickBooks, while percentage-based discounts will calculate the coupon amount and transfer the amount to the "Discount Value" section on the invoice in QuickBooks.
• If multiple coupons are applied on one invoice, the total amount will be summed by Subsbase and reflected as one total on the invoice.
• After invoices are created and pushed to QuickBooks, discounts can be applied to them in Subsbase, which only applies to "Open" invoices.
• Any discount updates (whether a discount application or removal) on an already created invoice in Subsbase, will be reflected on the invoice's subtotal and hence its taxes.

Integration Requirements

1. First, you will need an active QuickBooks Online account.
2. Then, you will need to connect it with your Subsbase site, through Settings on the Admin Portal > Integrations > then click on the "Settings" button.
3. Finally, you will need to follow the instructions to log in to your QuickBooks account and authorize Subsbase to access it. This will enable us to sync the information precisely as mentioned earlier.