Getting Started

Product Catalog

Customers

Subscriptions

Invoices, Credit Notes and Quotes

Taxes

Payments

Site Configuration

Data Privacy & Security

Data Operations

Reports and Analytics

Integrations

Configuring QuickBooks 

By integrating your QuickBooks Online account with Chargebee, you can automate the synchronization of Invoices, Customers, and other data from Chargebee to QuickBooks, that are crucial for your financial management and analysis.

We recommend that you consult your accounting advisor before configuring the integration. You can test the integration on the Test Site before setting up the integration on the Live Site.

Prerequisites (to be verified in Chargebee) 

Enable Accounting Fields 

Ensure that you have enabled Accounting fields for QuickBooks. You can enable this by navigating to Settings > Configure Chargebee > Billing LogiQ.

Setup your Product Catalog 

Enter accounting fields for the Plans and Addons in Chargebee:

  • SKU - You can enter a Product name/ SKU here and this will be used as Product/ service name in QuickBooks. If a product/ service is already present in QuickBooks, Chargebee will map the product to the existing product in QuickBooks and new product will not be created.

  • Account Name - The Sales/Revenue GL Account Name in QuickBooks should be entered here (the field is shown in the screenshot below from Quickbooks Chart of Accounts).

  • Class - If Tracking category is required for Plan/ Addon, the Class can be entered here. Class tracking at customer level also is possible, contact [email protected]  to set this up.

Caution!

  • When you add new plans and addons in Chargebee anytime after the integration is set up, do not forget to enter the SKU and GL Account Name fields.
  • If you make any changes to the GL Account Name in your QuickBooks account anytime after the integration is set up, you need to update them in Chargebee as well. Failing to do so could lead to a sync error.

Check Currency Settings 

Verify the following rules:

  • The base currency in Chargebee and QuickBooks should be same.
  • If you have multiple currencies enabled in Chargebee, then you should ensure these currencies are enabled in QuickBooks as well.

You can view the currencies in Chargebee by navigating to Settings > Configure Chargebee > Currencies.

Set up Organisation Address 

Ensure that you have provided your organisation address in the Chargebee site. You can do this by navigating to Settings > Configure Chargebee > Business Profile.

Prerequisites (to be verified in QuickBooks) 

Disable "Automatically Apply Credits" option in QuickBooks 

Navigate to Settings > Company Settings > Advanced > Automation > Automatically Apply Credits in QuickBooks and disable the "Automatically Apply Credits" option. This is to ensure that QuickBooks does not apply credits automatically and wait for details to be synced from Chargebee.

Enable "Custom Transaction Numbers" 

Navigate to Settings > Company Settings > Sales > Sales Form Content in QuickBooks and enable "Custom Transaction Numbers" option, to ensure that the invoice number, credit note number is created as created in Chargebee. Additionally, if you are generating invoices manually in QuickBooks, the invoice number sequence will not be disturbed.

Best Practice
Apart from enabling "Custom Transaction Numbers" in QuickBooks, you can apply invoice/credit note numbering customization settings in Chargebee to add a dynamic prefix. This will help avoid errors on duplicate document number during the sync.

Configuration 

1. Connect 

To connect to QuickBooks, go to Settings > Third-Party Integrations > Accounting > QuickBooks. Click Connect and link your QuickBooks Online account.

2. Verify Accounting Information 

Once you have authorized your QuickBooks account, Chargebee will check whether your plans/addons have a valid GL Account Name. Plans/addons that don't have the Account Name will be listed.

You can download the CSV file to add the accounting information for all plans and addons, by following these steps:

  1. Click Fix via CSV and download the CSV file.
  2. Open the CSV file and update the following information for all plans and addons:
    • SKU: This field is used to map the existing items from QuickBooks to the respective plan/addon in Chargebee. It can be used as an alternative name for plan/addon and its character limit should not exceed 30 characters.
    • Accountng Code: Depending on the Accounting type you select in the previous step, the Accounting code field should be filled for all the plans and addons.
    • Item GL Group: You can optionally insert a new column named Item Gl Group, and add the name field of the Item GL Groups used for the respective plans and addons.

Once you update the details, save the file and click Upload CSV to upload the file back into Chargebee.

3. Prerequisite Check 

Once you have authorized your QuickBooks account, Chargebee will perform compatibility checks to ensure the invoices don't fail later when the invoice sync has started. The list of checks are:

a. Chargebee invoices present in QuickBooks already: If invoices from Chargebee are already created in QuickBooks manually, customers will be present as well. In order to avoid duplicates, you should map the customer records between both the systems.
You can download the csv file, map the customers and upload the updated file in Chargebee. If there is no possibility of duplicates, you can ignore and proceed.

b. Currency check: The list of currencies enabled in Chargebee should be enabled in QuickBooks as well. For instance, if USD and GBP are configured in Chargebee, then these currencies should be available in QuickBooks too.

c. Preferences: Chargebee will check if

  • Automatically Apply Credits' option is disabled
  • Custom Transaction Numbers' is enabled.
    If not, you should change the settings in QuickBooks to proceed.

4. Set up Reconciliation 

If you have Stripe Payment Gateway enabled, then you can choose to follow Chargebee's recommended Payment Reconciliation method.

Note:
If you do not have Stripe gateway enabled, then you will not see this option during the setup.
If you have Stripe gateway enabled but wish to handle reconciliation on your own, you can skip this step.

5. Configure Sync Rules 

a. Provide Account Mapping

  • Plans /Addons: Can be mapped to specific GL Accounts in QuickBooks. This mapping is captured in the Product Catalog > Plan/Addon > Select a Plan/Addon and enter the GL Account Name.
  • Payments & Refunds: Payments /Refund transactions recorded in Chargebee. For Reconciliation purposes, you can select a clearing /undeposited funds account. If you have multiple currencies or payment gateways or payment methods enabled, you can choose a specific payments account.
  • Round offs: If there is a difference in the invoice total calculation between Chargebee and QuickBooks, then Chargebee will add a round off item automatically, you can choose a GL account to which round offs should be mapped.
  • One time charges: One time/ Adhoc charges created in Chargebee can be mapped to a specific account in QuickBooks.
  • Setup fee: If you have configured a setup fee for plans in Chargebee, the setup fee line items can be mapped to a specific GL in QuickBooks.
  • Discounts: Select an account to map Discounts/ Cost of Goods (COGs) in QuickBooks. You can map multiple discount items to a single GL Account or you can choose to map each Discount item to specific GL Accounts. Contact Chargebee Support to help you with this mapping.
  • Bad debts (write-offs): You can choose where Bad Debts should be mapped in QuickBooks.

Caution! If you make any changes to the GL Account Name in your QuickBooks account anytime after the integration is set up, you need to update them in Chargebee as well. Failing to do so could through a sync error.

b. Sync Offline Payments
When offline payments are read from the bank statement and reconciled against open invoices in QuickBooks, these payments can be read, synced back to Chargebee. The payment_due invoices will be marked as Paid in Chargebee. You can choose to enable this feature or not.

c. Voided invoices as Credit Notes
Invoices can be voided in Chargebee, but cannot be voided in QuickBooks via API. You can choose to sync these voided invoices as Credit Notes in QuickBooks. If not enabled, you should update the invoices manually in QuickBooks, Chargebee will not void the invoices in QuickBooks.

d. Enter Tracking Categories
If you have setup Classes in QuickBooks, you can enter the tracking catergories for one-time charges, setup fee, discounts and roundoff.

6. Setup Taxes 

If you are using US edition of QuickBooks (or Global edition):
Chargebee will create Tax Rates in QuickBooks automatically. Providing tax code-mapping for US is a tedious process.

If you are using a Canada, Australia, New Zealand, South Africa, Singapore edition of QuickBooks:
You can select from the list of default tax rates created in QuickBooks

Category Select a Tax Rate from QuickBooks
Sales Select a Tax code to map all your taxable sales, for instance, New Zealand - 15% GST.
Exempt Select a Tax code to map sales exempt from taxes for - Customer or Products can be exempt
Export Select a Tax code to map sales to any other country outside your taxable region
Reverse Charge Select a tax code for B2B sales with a valid Tax registration number

If you are using the UK edition of QuickBooks

UK organisation in QuickBooks supports EU VAT Returns filing from 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 QuickBooks UK version.

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

7. Select Sync Start Date 

Select a date from which invoices generated in Chargebee should be synced to QuickBooks.

You can choose from one of the following options:

  • Sync all invoices
  • Sync invoices from a specific date

If you choose to sync from a specific date, Invoices and related records from the specified date will only be synced to QuickBooks.

Caution!

  • If there are Invoices and related records in Chargebee that are created before the date you specify, they will not be synced and you could see a sync error. You can update the respective invoices manually in QuickBooks or contact us to ignore these invoices in subsequent sync.
  • If there are updates to invoices, or credit notes are created for those invoices created before the specified date, you should update those records in QuickBooks manually.

8. Run Initial Sync 

Once the configuration is complete, you can begin with the sync. Chargebee will sync first 10 invoices only, to ensure the mapping, conventions and sync criteria align with your requirements.

We recommend that you review these invoices in QuickBooks. If the sync works as expected, you can click on the Sync All Records option and proceed or make the required changes.

QuickBooks setup is now complete.

Sync Preferences 

After you run the sync, you can view the last sync details along with errors found during sync if any:

Sync Now 

For on-demand sync, you can push data from Chargebee to QuickBooks immediately.

Enable/Disable Auto Sync 

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

Manage Mapping 

You can edit the configuration details provided as part of integration setup process:

  • Edit the GL Account mapping
  • Enable or disable offline payment sync from QuickBooks to Chargebee
  • Edit tracking categories

Manage Tax Mapping 

You can modify the tax codes selected during the setup process. If you have added tax regions in your Chargebee settings, you can provide the new tax codes here.

In case you want to stop syncing data from Chargebee to QuickBooks, you can Unlink the integration.

Chargebee will remove/update the authentication and configuration as per the following:

For Test Sites:

  • Authentication details will be removed
  • Sync configuration and GL account mapping will be removed
  • If you reconnect to the same QuickBooks Company, the the invoice mapping will not be retained.

For Live Sites:

  • When you unlink, the invoice data mapping between Chargebee and QuickBooks will remain intact.
  • In case you connect to the same organization again, the data already synced will not be pushed to QuickBooks.
  • In case you want to connect to a different company, contact [email protected] .
Note
  • If you want to update details, please do so in Chargebee; the modifications will be synced to QuickBooks in a subsequent update.
  • We recommend that you make the changes in Chargebee, such that data is consistent in both systems.

Sync Offline Payments (QuickBooks to Chargebee) 

You can choose to retrieve the offline payments into Chargebee(or not), with the ‘Sync Offline Payments' option.

Caution!
When Sync Offline Payments is not enabled and you make an offline payment in QuickBooks against a payment due invoice in Chargebee, you would have to manually record a payment against the invoice in Chargebee as well. Failing to do so could throw an error message "The invoices linked to this payment do not match". You can manually correct this in QuickBooks.

With the Sync Offline Payments option enabled, Chargebee will read the transaction in QuickBooks, retrieve the transaction and mark the invoice as PAID, so you need not record a payment in Chargebee manually.

Note:
The exchange rate applied in QuickBooks is not imported into Chargebee when the offline payment is imported.

  • Chargebee syncs the invoices to QuickBooks.
  • The bank statement is downloaded into QuickBooks, for reconciliation.
  • When you reconcile offline payments against payment due invoices in QuickBooks, QuickBooks marks the invoice as PAID.
  • Chargebee will read these payments, create the transactions in Chargebee and mark the payment_due invoices as PAID.

Reconciliation 

Note:
Only applicable for sites which have Stripe gateway configured.

Chargebee recommends the following payment reconciliation method:

  • Create a clearing account in QuickBooks
  • Map payments/refunds to this clearing account
  • Generate the gateway statement from Chargebee
  • Upload it into the clearing account in QuickBooks
  • Run Chargebee's Reconciliation Google Chrome Plugin to reconcile bank statement and transactions in QuickBooks automatically

Read more about Chargebee's reconciliation process.


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