Getting Started

Building Blocks

Custom Fields

Subscription Features

Localization

Invoices

Credits

Order Management

Billing Features

Taxes

Payment Methods

Direct Debit Payments

Configuring Gateways

Revenue Recovery

Hosted Pages

Notifications

Reports and Analytics

Data Privacy & Security

Fraud Management

Migration

Open Source Resources

Other Features

API Integration

Third Party Integrations

QuickBooks Online 



Introduction 

The QuickBooks integration simplifies the accounting process by automatically syncing invoices, payments, and related data to QuickBooks Online. As part of this integration you can:

  • Sync Invoices, Payments, Credit Notes, Refunds, Customers, Plans, Discounts, and Taxes
  • Generate financial reports in QuickBooks
  • Generate tax liability reports and file returns to specific tax authorities in QuickBooks
Note
  • This integration is available only on select plans. To know more, visit Chargebee's Plans and Pricing page.
  • This integration is with QuickBooks Online edition. QuickBooks Desktop edition is not supported.
  • This is a one-way sync, all invoices and related information from Chargebee will be updated to QuickBooks.
  • Any edit/ updates on customers, invoices and other details made in QuickBooks will not be synced back to Chargebee.

Account Summary Report

If you are processing large volume of invoices and do not prefer to sync each and every invoice to QuickBooks, then you can download the Account Summary Report.

The Account Summary Report summarises all the billing transactions and provides the net values to be accounted for

  • Invoices & Credit Notes
  • Discounts
  • Taxes
  • Bad Debts
  • Payments
  • Revenue to be recognized

You can add consolidated entries in QuickBooks using this report.
You can also refer to the revenue to be recognized per month in the report.

Sync Overview 

Here's an overview of entity-mapping between Chargebee and QuickBooks:

Customers

  • Customer and address details will be synced
  • Chargebee will check if a customer is already present in QuickBooks
  • If a customer is already present, the name will be suffixed by Name (1), Name (2) to differentiate between the customer records. Alternatively, you can map the customers between Chargebee and QuickBooks during the integration setup process.
  • The character limit allowed for entering a Customer's name in QuickBooks is 25, lesser than what is supported in Chargebee. So if a Customer name exceeds 25 char, Chargebee will trim the remaining characters and sync to QuickBooks.
  • If you merge a customer/ archive a customer in QuickBooks, it will result in an error in the integration mapping. It is recommended not to update details in QuickBooks after sync has begun.
  • The Customer name in QB is created based on the customer details provided in Chargebee at the time of sync. If the Customer name is left empty in Chargebee, when syncing records with QuickBooks, the company name will be filled with the subscription ID.
  • By entering the Company name in Chargebee when the Subscription is created (i.e, before the initial sync to QB), will make sure that the same is updated in QB.

Plans/Addons

  • You can provide the GL Account Name for the plans/addons in Chargebee before setting up the sync
  • Plans/ Addons in Chargebee will be created as Products of Type = ‘Service' in QuickBooks

Invoices/Credit Notes

  • Discounts, Ad hoc Charges, Round off, Bad debts, Setup charges will be created as line items in QuickBooks such that the Chart of Accounts can be mapped to each type
    • As these need to be created as line items in QuickBooks, these will be created as Products/services
    • If a product/service is already available in the same name, then existing product/service will be used
  • Invoices cannot be voided in QuickBooks via API. Voided invoices will be created as Credit Notes in QuickBooks
  • For multi-currency invoices, Chargebee will send the exchange rate to QuickBooks, read more about setting up Multiple currencies.

Payments/Refunds

  • Payment & Refund transactions will be synced to Bank Account in QuickBooks
  • You can choose a Bank account/ Clearing account/Undeposited funds account for the sync
  • You can map different Bank accounts based on Gateways/ Currencies in Chargebee
  • Successful transactions will only be synced (in-progress or failed transactions will not be synced)
  • For online transactions - the gateway transaction ID will be synced, for offline payments - the payment reference number will be synced to QuickBooks
  • Two - way sync is enabled only for offline payments, i.e., offline payments reconciled in QuickBooks will be synced to Chargebee.
  • Refunds will be created as Expenses in QuickBooks. Read more about this limitation in QuickBooks.

Taxes

  • Taxes will be synced to QuickBooks based on the QuickBooks edition
  • Tax mapping will be possible only if you have set up taxes in Chargebee
  • For US edition - taxes will be created automatically in QuickBooks
  • For Canada, EU, Australia, New Zealand, S.Africa, Singapore, Indian editions - you can select from the default tax codes created in QuickBooks
  • If you have multiple tax profiles, then you can select a tax code for each profile
  • Default tax codes can be provided as a fallback option

Prerequisites (to be verified in Chargebee) 

(1) Setup your Product Catalog

Enter accounting fields for the Plans and Addons in Chargebee:

SKU - You can enter a product code/ 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.

Class - If Tracking category is required for Plan/ Addon, the Class can be entered here. Class tracking at customer level also is possible, contact support@chargebee.com  to set this up.

Note:
These fields will not be available by default, you should enable these fields at Settings > Configure Chargebee > Billing Rules > Enable Accounting Fields.

(2) 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.

(3) 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.

(4) Enable Accounting Fields

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

Prerequisites (to be verified in QuickBooks) 

(1) Disable "Automatically Apply Credits" option in QuickBooks

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

(2) Enable "Custom Transaction Numbers"

Enable "Custom Transaction Numbers" setting, go to Settings > Accounts & Settings > Sales > Sales Form Content in QuickBooks 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.

Configuration 

Caution!
If you have not already consulted your Accounting advisor, we strongly recommend that you do so before beginning the integration.

Step 1: Connect

To connect to QuickBooks, go to Settings > Third Party Integrations > click on QuickBooks. Once you have selected QuickBooks, click Connect and link your QuickBooks Company.

Step 2: Verify Accounting information

Once you have authorized your QuickBooks account, Chargebee will check whether your plans/addons have a valid GL Account Name. If some plans/addons don't have the Account Name, will be listed, you can download the list as a CSV, update the details and upload that back into Chargebee.

Step 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:

(1) 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 sheet in Chargebee. If there is no possibility of duplicates, ignore and proceed.

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

(3) 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.

Step 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.

Step 5: Configure Sync Rules

(1) 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
  • Bad debts (write-offs): You can choose where Bad Debts should be mapped in QuickBooks

(2) 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.

(3) 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.

(4) Enter Tracking Categories
If you have setup Classes in QuickBooks, you can enter the value here.

Step 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.

  1. 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.

  2. If you are not VAT-MOSS REGISTERED - Chargebee will allow you to select taxes from the default rates created in QuickBooks.

Step 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:

  • Sync all invoices
  • Sync invoices from a specific date

Invoices and related records, from the specified date will only be synced to QuickBooks. Invoices created before the specified date will not be synced. If there are updates to invoices, or credit notes are created for invoices created before the specified date, then you should update those records in QuickBooks manually.

Step 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 take a look at 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, 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 setup daily schedule to sync all the information to QuickBooks automatically. Invoices and related information will be synced to QuickBooks once, 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.

Unlink

In case you want to stop syncing data from Chargebee to QuickBooks, you can Unlink 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 support@chargebee.com .
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.

In order to update a payment due invoice in Chargebee, you would have to manually record a payment against the invoice in Chargebee.

With the Sync Offline Payments option enabled, Chargebee will read the transactions in QuickBooks, retrieve the transactions 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.

  1. Chargebee syncs the invoices to QuickBooks
  2. The bank statement is downloaded into QuickBooks, for reconciliation.
  3. When you reconcile offline payments against payment due invoices in QuickBooks, QuickBooks marks the invoice as PAID.
  4. 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.


Limitations 

CUSTOMERS

  • Quickbooks limits a customer's First Name/ Last Name to 25 characters and Company Name to 50 char. If a customer is created in Chargebee with a name that is over 25 char (or 50 for Company Name) long, Chargebee will trim the name so that the customer details can be synced to QuickBooks.
  • If a customer is deleted in Chargebee, the customer record will still be available in QuickBooks, however the customer's invoices, credit notes and other payment related information will be deleted.
  • QuickBooks does not allow the customer's shipping address to be captured. Chargebee allows to capture Shipping address at the Subscription level, subscription level shipping address will be synced to QuickBooks.

COUPONS

  • Chargebee supports percentage and fixed amount discount coupons at both - line item and invoice level. However, QuickBooks supports percentage and fixed amount discounts only at the invoice level. When the integration is set up, Chargebee will add item level discounts at line item level.

SUBSCRIPTIONS

  • When you delete a subscription in Chargebee, the corresponding invoices will be deleted as well. However, this change won't be synced with QuickBooks. You will have to manually void each invoice in QuickBooks.

MULTI CURRENCY

  • QuickBooks supports only one currency per Customer. This means that if a customer has invoices in multiple currencies, they will not all be synced to Quickbooks. The currency that the customer's first invoice was created in will be the currency associated with the customer in QuickBooks - invoices created against the customer in any other currency will not be synced (Invoices with other currencies for the customer will fail during the sync and show up in the error report)

  • If you have invoices generated for your customers in multiple currencies, such invoices cannot be synced to QuickBooks as QuickBooks allows only a single currency for a Customer

INVOICES

  • Quickbooks has a limit on invoice number length - QuickBooks allows only 21 char and Chargebee allows 50 char. To automatically sync your invoices with QuickBooks, ensure that your invoice numbers are less than 21 characters. In case you cannot limit an invoice number to 21 characters , you will have to manually sync the invoice in question with QuickBooks using an alternate invoice number.

CREDIT NOTES

  • Refunds will not be created directly in QuickBooks, instead they will be created as Expenses, please read this document from Quickbooks for more details.

  • All credit notes will appear in the "Accounts Receivables" account in QuickBooks when synced. This is a default setting.

  • Credit Notes voided in Chargebee will not be voided in QuickBooks as QuickBooks does not allow to void via its API.

  • Quickbooks has a limit on credit note numbers - QuickBooks allows 21 char and Chargebee allows 50 char. To automatically sync your credit notes with QuickBooks, ensure that your credit note numbers are less than 21 characters. In case you cannot limit a credit note number to 21 characters, you will have to manually sync the credit note with Quickbooks using an alternate credit note number.


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