Multi Business Entity for QuickBooks

Chargebee Billing site users with multi-business entity feature enabled will have access to one or more sites and can select from the respective list of entities to connect with QuickBooks.

You can choose to connect either from site or business entity level.

• Multiple business entities can be linked simultaneously at the site level, all sharing the same configuration.
• At the business entity level, each business entity can be separately linked, which will have a distinct configuration from the site level.
• Connecting at the business entity level is not possible when the QuickBooks connection is already established at the site level.

Step 1: Connect Chargebee to QuickBooks

Connect QuickBooks as the site level

1. Login to your Chargebee site.

2. Connect to the QuickBooks application listed on Chargebee's app marketplace by selecting Apps > Marketplace > QuickBooks.

   

Connect QuickBooks at the business entity level

Navigate to Apps and select QuickBooks from the list of apps. If you choose the business entity-level view, the Apps page will exclusively display the apps associated with the selected business entity of your site. Regardless of any existing connections at the site level, a complete configuration will occur from the beginning.

• Only one accounting integration app can be connected at the business entity level.
• Ensure that at least one business entity is linked at the site level prior to establishing connections at the business entity level to ensure that auto-sync works as expected.

3. Click Connect to QuickBooks to get started with the integration.

   

4. Login to your QuickBooks account.

   

5. Select your company using the drop-down and provide access to the data.

   

Step 2: Select Chargebee Business Entities

When the multi-business entity feature is enabled and you are connected at the site level with multiple business entities, the following page appears. Select from the list of business entities that you want to connect with and click Proceed.

Step 3: Check Prerequisites

Chargebee performs a checklist in QuickBooks. This prerequisite verifies if the accounting codes, customers, and their currencies in QuickBooks are available in Chargebee before proceeding with the integration.

• Customer duplicate check: If invoices from Chargebee are already available in QuickBooks, the customer records will be moved as well. To prevent duplicates, you can map the customer records between both systems. To do this, download the list of customers as a CSV file, map the customers, and upload the updated sheet using Record Mapping after setup.
• Currency check: The currencies configured/added in Chargebee must also be configured/added in QuickBooks. Chargebee does not compare currencies via API. You must manually compare and add the currencies in QuickBooks.
• Preference check: This will check if Tracking Classes and Custom Transaction Numbers are enabled in QuickBooks. If not, it will guide you through enabling these two settings.
  

Further, if there are any configuration issues in Currencies Setup or Preferences, it will be displayed as shown below.

Once the above errors are addressed, the Proceed button is enabled. Click Proceed to move to the next step.

Step 4: Sync Preferences

You need to perform account mapping for payments, invoice line items, and refunds to ensure that the integration settings are common for all connected business entities.

Account Mapping for Payments and Refunds

Payment transactions recorded in Chargebee can be mapped to payment accounts in QuickBooks. For reconciliation purposes, you can select a clearing or undeposited funds account. If you have multiple currencies, payment gateways, or payment methods enabled, you can choose specific payments or checking accounts.

Account Mapping for Invoice Line Items

Account mapping for invoice line items involves assigning specific accounts or categories to each line item on an invoice.

Offline Payment Configuration

Offline Payment Configuration offers flexibility for syncing offline payments from QuickBooks to Chargebee automatically. You can enable this configuration to allow sync to handle offline payments automatically or disable it, in case you need to record offline payments manually in Chargebee.

Tracking Categories

You can send tracking category information from Chargebee for invoice line items when Tracking Categories is enabled.

Sync Voided Invoice as Credit Note Configuration

This allows you to sync voided invoicesin QuickBooks. If this configuration is enabled, voided invoices will be synced as Credit Notes in QuickBooks.

Step 5: Map Product Catalog

Within Chargebee, items are configured at the site level, and different accounting attributes, such as accounting code, SKU identifier, and tracking category cannot vary for each business entity. To enable distinct accounting fields for each business entity, map the product catalog, which allows you to assign the necessary data at the business entity level according to specific requirements.

Upload a CSV containing mapping details between products and business entities. Within these mappings, specify accounting codes for each entry.

The sample downloaded CSV file contains the following fields:

CSV Field Name	Description	Additional Info
PRODUCT_ID	Unique identifier for Chargebee's item prices.
PRODUCT_NAME	Name of the Item price in Chargebee's Product Catalog.
SKU	SKU of the product	This field is used to map the existing items from QuickBooks to the respective plan or addon in Chargebee. It can be used as an alternative name for plan or addon and its character limit should not exceed 30 characters.
ACC_CODE	The accounting code associated with the item	The Accounting code field should be filled for all the plans and addons.
ACCOUNTING_FIELD1	Accounting Category 1	If you have classified Track Classes for your products in QuickBooks and would like to sync data specific to it, enter the information here
BE_NAME	Name of the business entity	This will be displayed in case of site-level view. In the case of the Entity Level view only the respective business entity will be displayed

If there are any errors during validation, an error message is displayed. This can be fixed by re-uploading the file with the correct mapping.

Upon successful validation, you can see the successfully mapped records as shown below.

Step 6: Configure Tax Mapping

Map tax codes, which will sync invoices and credit notes.

Chargebee retrieves both the default and custom tax rates created from your QuickBooks account. You can select a tax rate from the drop-down list and map for each category and region.

Using the US edition of QuickBooks (or Global edition)

Chargebee will create Tax Rates in QuickBooks automatically. Mapping tax code manually for the US edition of QuickBooks is a tedious process.

Using a Canada, Australia, New Zealand, South Africa, or Singapore edition of QuickBooks:

Select from the list of default tax rates created in QuickBooks.

UK organization in QuickBooks supports EU VAT Returns filing within the application. QuickBooks creates default Taxes to facilitate accurate VAT Liability reporting.

While configuring taxes in Chargebee, you can select from one of the default Tax rates created in the QuickBooks UK version.

• If you are VAT MOSS REGISTERED, Chargebee will create a new Tax Agency, "MOSS," and create country-specific Tax Rates (MOSS Spain, MOSS France, and more.) based on which country the sale is made to. QuickBooks recommends this approach.
• If you are not VAT MOSS REGISTERED, Chargebee will allow you to select taxes from the default rates created in QuickBooks.

Step 7: Configure Sync Rules

Choose to sync invoices from Chargebee to QuickBooks on a specific date by selecting the relevant date using the date picker.

Step 8: Run Sync

Once the configuration is complete, click Run Initial Sync to begin the sync.

Chargebee will sync the first 10 invoices, to ensure that mapping, conventions, and sync criteria align with your requirements.

Review these 10 invoices in QuickBooks. If the sync works as expected, you can click the Run Full Sync.

On triggering Run Full Sync

When you trigger Run Full Sync, the sync dashboard is displayed, where you can view or manage settings. This screen is displayed for the business entity that is independently connected at the business entity level, not through the site level.

This screen is displayed for the business entity that is connected at the business entity level through the site level.

This screen is displayed at the site-level view where you can edit the settings.

Enable or Disable Auto Sync

After setting up the integration, you can configure the daily schedule to sync all the information to QuickBooks automatically. Invoices and related information will be synced once every 24 hours. You can choose to disable auto-sync if required.

Sync Now

Sync data from Chargebee to QuickBooks immediately using this option.

Sync Preferences

Edit the configurations or GL Account mapping provided during the setup process.

Manage Chargebee Entities

For any new business entities created in Chargebee, you need to add mapping for the business entity at the site level if this business entity needs to share configurations. Connect it independently if you prefer to have different site settings for that business entity

Manage Record Mapping

Add or update the mappings for the Chargebee records (Invoices, Customers, Credit notes, and Transactions.

Manage Tax Mapping

Adjust the tax mapping configured during the setup process. If new tax regions are added in Chargebee settings, update the tax mapping in this section accordingly.

Map Product Catalog

Manage and update the product catalog.

Disconnect

Disconnecting will unlink this integration, and to reconnect, you will need to perform all setup steps again.