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:
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
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.
Here's an overview of entity-mapping between Chargebee and QuickBooks:
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 firstname.lastname@example.org to set this up.
These fields will not be available by default, you should enable these fields at Settings > Configure Chargebee > Billing Rules > Enable Accounting Fields.
Verify the following rules:
You can view the currencies in Chargebee by navigating to Settings > Configure Chargebee > Currencies.
Ensure that you have provided your organisation address in the Chargebee Site. You can do this by navigating to Settings > Configure Chargebee > Business Profile.
Ensure that you have enabled Accounting fields for QuickBooks. You can enable this by navigating to Settings > Configure Chargebee > Business Rules.
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.
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.
If you have not already consulted your Accounting advisor, we strongly recommend that you do so before beginning the integration.
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.
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.
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
If you have Stripe Payment Gateway enabled, then you can choose to follow Chargebee's recommended Payment Reconciliation method.
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.
(1) Provide Account Mapping
(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.
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.
Select a date from which invoices generated in Chargebee should be synced to QuickBooks.
You can choose from one of the following:
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.
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.
After you run the sync, you can view the last sync details, errors found during sync if any:
For on-demand sync, you can push data from Chargebee to QuickBooks immediately.
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.
You can edit the configuration details provided as part of integration setup process:
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 integration.
Chargebee will remove/update the authentication and configuration as per the following:
For Test Sites:
For Live Sites:
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.
The exchange rate applied in QuickBooks is not imported into Chargebee when the offline payment is imported.
Only applicable for sites which have Stripe gateway configured.
Chargebee recommends the following payment reconciliation method:
Read more about Chargebee's reconciliation process.
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
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.