Getting Started

Building Blocks

Subscription Features

Localization

Invoices

Credits

Billing Features

Taxes

Payment Methods

Direct Debit Payments

Configuring Gateways

Fraud Management

Hosted Pages

Reports

Attach Additional Data

Migration

Open Source Resources

Other Features

API Integration

Third Party Integrations

QuickBooks 

Introduction 

The Chargebee-QuickBooks integration links your Chargebee site with your QuickBooks Company. This integration simplifies the accounting process by syncing invoices, payments, and related data to QuickBooks. As part of this integration you can:

  • Sync Invoices, Payments, Credit Notes, Refunds, Customers, Plans, Discounts, and Taxes

  • Generate ‘Accounts Receivables' report, Balance Sheet, and P&L statements in QuickBooks

  • Generate tax liability reports and file returns to specific tax authorities in QuickBooks

Note

For pricing related information, check out Chargebee's pricing page 

This is a one-way sync only, data from Chargebee will be updated to QuickBooks, any updates made in QuickBooks will not be synced back to Chargebee.

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

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. Additionally, you can refer to the revenue to be recognized for a particular month.

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 Chart of Account (or General Ledger) code in QuickBooks should be entered here. Ensure the naming is right, if the name does not match the Account name in QuickBooks, errors will be encountered during invoice sync in absence of right Accounts.

  • Class - If Tracking category is required for Plan/ Addon, the Class can be entered here. Class tracking at customer and subscription levels is possible as well- contact support@chargebee.com  to set this up.

Note

These fields will not be available by default, you should enable these fields at Settings > Site Info > Enable Accounting Fields.

2. Ensure that the base currency is the same

Integration can begin only if the base currency you've chosen in Chargebee matches the base currency you've chosen in QuickBooks.

You can view Chargebee's base currency by navigating to Settings > Site Settings > Currencies

If you have multiple currencies enabled in your Chargebee site:

Multiple currency setup is possible in Chargebee and QuickBooks. Make sure to address the following in your Chargebee site and your QuickBooks Company so that your setup is error free:

  • Base Currency: Make sure that the base currency in Chargebee and QuickBooks is the same.

  • Other enabled currencies: Make sure that each currency that you have enabled in Chargebee is also enabled in QuickBooks.

Note
  • 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.

  • If you are operating in different currencies for each Customer, Chargebee will send the exchange rate to QuickBooks as you have setup the currency exchange rates in Chargebee, read more about setting up multiple currencies.

3. Verify Customer Name character limit

The character limit allowed to capture customer name in QuickBooks does not match what is allowed in Chargebee. QuickBooks supports only 25 char while capturing the customer name. So if a customer has a Company name or First Name/Last Name exceeding 25 char, Chargebee will trim the name and send it to QuickBooks.

4. Check if invoices have already been synced into QuickBooks

If you have already synced your invoices with QuickBooks manually or via a different tool, contact support@chargebee.com .

We will perform a data migration/mapping procedure to ensure that duplicate records (Customers, Plans) are not created in QuickBooks while running the sync from Chargebee going forward.

5. Set up Organisation Address

Ensure that you have provided your organisation address in the Chargebee Site. You can do this by navigating to Settings > Site Settings > Organisation Address

Prerequisites (to be verified in QuickBooks) 

1. Setup Chart of Accounts in QuickBooks

Setup your Sales/Revenue accounts, Payment/ Bank accounts in QuickBooks before beginning integration. These accounts will be required while configuring accounts as part of the integration setup.

2. Setup Classes

In case you have custom reporting organised in QuickBooks, you should provide the Class details while setting up the Plans/Addons in Chargebee. Learn more about providing Class details for your plans and addons.

Enable Classes here: Settings > Accounts & Settings > Categories > Track Classes

3. Disable "Automatically Apply Credits" option in QuickBooks

"Automatically Apply Credits" option should be disabled by navigating to Settings > Accounts Settings > Advanced > Automation > Automatically Apply Credits. This option is to ensure that QuickBooks does not apply credits automatically, so only when credits are applied in Chargebee, credits will be applied in QuickBooks.

4. Enable "Custom Transaction Numbers"

Enable "Custom Transaction Numbers" option at Settings > Accounts & Settings > Sales > Sales Form Content to ensure the invoice, credit note numbers are used as generated in Chargebee. Additionally if you are generating invoices manually in QuickBooks, the Invoice number sequence will not be disturbed.

5. Enable Multi-Currency support

If you have access to multi-currency support feature in your QuickBooks subscription and want to sync multi-currency related invoice, enable it here - Settings > Accounts & Settings > Advanced > Multi Currency. Please note, you cannot disable this option once enabled in QuickBooks.

Connecting QuickBooks with Chargebee 

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

Step 1: Connect to QuickBooks

  • To connect, go to Settings > Third Party Integration > Click on QuickBooks.

  • Once you have selected QuickBooks, click the Connect button to link your QuickBooks Company to Chargebee.

Note

The base currency in Chargebee and QuickBooks will be verified. If the base currencies are different, then you will not be allowed to proceed.

Base currency in the Chargebee and QuickBooks must match in order for the data sync to begin.

  • Log into your QuickBooks account.

  • Select the QuickBooks Company to be linked and click Authorise.

Step 2: Validate prerequisite checks before beginning integration.

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. Accounting Code(s) should be entered for all plans/addons in Chargebee.

  2. If invoices are already present in QuickBooks, you will not be able to proceed with the configuration. You can contact support@chargebee.com  to evaluate if any existing invoices' data needs to be migrated to Chargebee.

Note

Product Code/ SKU entered while creating plans/ addons in Chargebee will be considered as SKU in QuickBooks. In absence of SKU, the plan/addon ID will be considered for creating the item in QuickBooks.

Step 3: Configure Accounts

Once the compatibility check is performed and passed, you can proceed to mapping the QuickBooks Accounts across the following categories:

Account Description
Payments & Refunds Map payments and refunds to a Bank or Other Current Asset account in QuickBooks.

Note: In case you need to map multiple Payment accounts like Bank Account, Paypal account, contact support@chargebee.com  and we will set it up for you offline.
Rounding Account Map rounding corrections to a specific Rounding Account in QuickBooks

Bad Debt Account Select a Bad debt account to map Write-off Credit notes to Quickbooks

What is a Bad Debt in Chargebee?
Credit Notes created with Write Off as the reason code will be mapped to this account.

In case you don't have a specific account, you can select "Same as Sales" option and proceed..
Adhoc (or One Time Charges) Select an account to map Adhoc/One time charges in QuickBooks

In case you don't have a specific account, you can select "Sales" option and proceed.
Discounts Select an account to map Discounts/ Cost of Goods (COGs) in QuickBooks.

In case you don't have a specific account, you can select "Same as Sales" option and proceed.
Plan Setup Select an account to map Plan's setup charges in QuickBooks.

In case you don't have a specific account, you can select "Same as Sales" option and proceed.
Note

Plans and addons can be mapped to individual accounts in QuickBooks for easy accounting. This mapping is captured on the plan's specific page (Product Catalog > Plan/Addon > Plan/Addon Name)

Setup Classes for Adhoc charges

If you are maintaining Classes for tracking Adhoc charges as well, you can enter that here.

This is an optional step and you can skip this in case you do not have a tracking class for Adhoc charges.

Learn more about adhoc charges.

Note
  • Plans/Addons in Chargebee will be created as Products of Type = ‘Service' in QuickBooks.

  • Discounts, Adhoc Charges, Rounding amounts, 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.
    • The account mapped to these items will not be changed.

Step 4: Setup Taxes

Note

This step in the integration process will be available only if you have set up taxes in Chargebee.

Select a tax rate from the list of default rates created by QuickBooks and map it to the categories mentioned.

Chargebee will refer to this mapping, and update the taxes in QuickBooks accordingly. Here is a guide to help you, depending on where you are domiciled:

If you are using a USA or Canada edition of QuickBooks

Chargebee will create Tax Rates in QuickBooks automatically since tax mapping for the USA/Canada involves zip code specific tax rates and mapping this manually will be a tedious process.

Note

For US - If invoices have line items linked to multiple tax profiles, then such invoices cannot be synced to QuickBooks. QuickBooks allows only one tax rule to be applied to an invoice in the US edition.

See also

If you are using an Australia, Singapore, South Africa edition of QuickBooks

You can select from the list of Tax Rates from QuickBooks and map them to the following categories:

Category Select a Tax Rate from QuickBooks
Sales Select a Tax Rate to map all your taxable sales, for instance, New Zealand - 15% GST.
Exempt Select a Tax Rate to map exempt sales (either the Customer is exempt or the Product is exempt).
Export Select a Tax Rate to map sales to any other country outside taxable regions.

If you are using the UK edition of QuickBooks

UK organisation in QuickBooks supports EU VAT Returns filing from within the application. Hence 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 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 NON-MOSS REGISTERED - Chargebee will allow you to select taxes from the default rates created in QuickBooks.

Note

If you have created tax rates in QuickBooks already, please contact support@chargebee.com , and we will help you with the mapping offline.

See also

How Chargebee handles EU VAT

Step 5: Select a Date

Select a date from which invoices generated in Chargebee should be synced to QuickBooks. This will be helpful if you want to sync only a specific set of invoices.

If you have previously synced invoices manually to QuickBooks, you can select a date from which the rest of the invoices need to be synced to QuickBooks.

Step 5a: Initial Sync (10 invoices only)

Once the configuration settings are provided, you can begin with syncing the first 10 invoices from the date provided. This is to ensure the mapping, naming conventions, and the related sync settings align with your requirements.

We recommend that you take a look at the 10 invoices and related information in QuickBooks. If it looks good, you can click on the Sync All Records option and sync the rest of your invoices.

Step 6: Check how data reflects in QuickBooks

After you run the sync, you can view the following details:

  • The count of invoices that were synced successfully.

  • The count of invoices that failed to sync.

  • Details of the last time the sync was run.

If there are any errors, Chargebee will provide a report of errors that occurred during the sync, with the Invoice details.

On-demand Sync:

In case you need to push data from Chargebee to QuickBooks immediately, you can do so by clicking on the Sync Now button and the information which is not yet pushed from the last sync (say renewed invoices, new payments, update customer information and so on).

Note
  • Once data is pushed to QuickBooks, we recommend not making any further edits in QuickBooks (details like Customer name or Item details for instance) as Chargebee maintains an internal mapping.

  • 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.

Automatic Updates

After setting up the integration, you can click on the Enable Auto Sync option to start scheduling the automatic sync from Chargebee.

Hence, subsequent updates made in Chargebee, such as when new subscriptions are created, payments are recorded for existing payment due invoices, subscriptions are renewed, customer information updated, refunds made, etc., will be identified and synced to QuickBooks once every 24 hrs.

Unlink

In case you want to disconnect your account from Chargebee and stop sending stop data from Chargebee to QuickBooks, you can click the Unlink option. Chargebee will stop sending Chargebee data to QuickBooks.

You can connect to QuickBooks again later if required. When you connect to QuickBooks again, note that you will be able to connect only to the same QuickBooks organisation previously synced to. In case you want to connect to a different QuickBooks organisation please contact support.

Note

You have to provide the configuration details again when you re-link QuickBooks with Chargebee.

Limitations 

Invoices

Quickbooks has a limit on invoice number length - QuickBooks allows only 21 characters whereas Chargebee allows 50. 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 characters whereas Chargebee allows 50. 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.

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, as far as the sync is concerned - invoices created against the customer in any other currency will not be synced.

Customer

  • QuickBooks limits a customer's First Name/Last Name to 25 characters and Company name to 50 characters. If a customer is created in Chargebee with a name that is over 25 characters (or 50 for the 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.

Taxes

US Tax: QuickBooks supports only one US tax code on an invoice. If you have multiple tax profiles configured for the United States in your Chargebee site, note that this means QuickBooks doesn't support multiple Tax profiles in a single invoice.

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