Setting up your QuickBooks Online Integration

Once your Fusebill environment has been configured to enable the QuickBooks Online integration, then your Settings | Integrations | QuickBooks Online page will look like this:

 The next step is to authorize Fusebill to use your QuickBooks Online account.

1. Click the Connect to QuickBooks button. A QuickBooks login page is displayed, as shown below.
   
2. Log into your QuickBooks account using your QuickBooks credentials. Once authenticated, you will see a list of the QuickBooks "company" accounts associated with your login:
   
   
   
   
3. Choose the company that you wish to connect to your Fusebill environment and then click Authorize.
   
   
4. Now your QuickBooks Online integration has been authorized. The next step is to configure some defaults to tell Fusebill how to synchronize data to QuickBooks. Click the Setup Integration button to get started.
   
5. On the first page of the wizard:
   • Choose the default behavior for when a Fusebill customer is activated. By default, when an activation occurs, Fusebill will automatically create a new QuickBooks customer. This is usually the preferred action, but if you are in the process of synchronizing Fusebill customer records to existing QuickBooks records, you may want to change this to "Do not create a customer in QuickBooks online" until you have finished that process. You can come back and change this default at any time, and you can also override this setting on any individual customer.
     • Note:  Fusebill only synchronizes customers with QuickBooks when they are Activated; Draft customers are not synced to QuickBooks.
   • Choose whether your QuickBooks Online account is a sandbox account or not. Fusebill uses this information to connect to the appropriate resources on the QuickBooks platform.
     
6. On Page 2 of the wizard:
• Choose the fields that Fusebill will use to generate the "Display Name" field in QuickBooks when a new customer is created. This gives you some flexibility in using meaningful data from Fusebill to create new customers in QuickBooks.
  • Usually, if you are a B2B organization, you would choose the Company Name and perhaps the Customer ID and skip the First and Last Name. If you are B2C, you might skip the Company name and use First and Last instead.
• The Fusebill ID is always included in the Display Name field when a new record is created; however, you can modify this field in QuickBooks (for example, if you are using it for other businesses processes). In this case, you should set the next option to "No". Fusebill does not need the information in this field once the record has been created.
• Note: The QuickBooks "Display Name" field is the only field where the Fusebill ID can be stored. Therefore, if you choose to have Fusebill not maintain that field and/or you edit it on the QuickBooks side to remove the Fusebill ID, there will be no way to search in QuickBooks for a specific Fusebill ID. (You can, of course, still search for Company Name or First/Last which are synchronized to other fields within QuickBooks Online.)
  
7. On Page 3 of the wizard
   
   • You will be prompted to choose a set of QuickBooks ledgers to which Fusebill transactions will be mapped. The list of ledgers is pulled from the QuickBooks company account that you connected to in Step 1.
     • The Earned Revenue ledger is where all invoice transactions will be synced. Most customers will choose an "Undeposited Funds" ledger so that the transactions can be later reconciled with bank statements and the funds moved into Deposited Funds or similar.
     • You can choose whether to track discounts as an expense or not with the Discount Expense option. The default setting is "Do Not Recognize". If you choose this option, then Fusebill will not track discounts as separate transactions in QuickBooks and only the net amount of the charges will be synced. If you would like to track Discounts as an expense, choose one of the other ledgers in the list; QuickBooks comes with a default "Discounts Given" ledger which can be used for this purpose.
     • Also choose the ledgers to track Cash, Write Offs, and Credits. If you are using the default QuickBooks ledgers, these would typically map as follows:

   Cash	Undeposited Funds (Other Current Asset)
   Write Offs	Bad Debts (Expense)
   Credits	Fusebill Credits (Income) - you will need to create this one manually. When the integration is configured, a Service Product called "Fusebill Credits" will be created and mapped to this ledger to be used for tracking Credit Notes.

   

8. If you have taxation enabled in Fusebill, you will see a 4th step to the wizard, as shown below.
   • Choose whether to roll up taxes into a single liability ledger, or whether to map each tax type in Fusebill to its corresponding equivalent in QuickBooks.
   • Note: Mapping to individual taxes requires some additional configuration in QuickBooks before Fusebill invoices will synchronize properly. You will need to configure all of the relevant tax rules in QuickBooks before they can be mapped in Fusebill. See Setting up Taxes for Use with QuickBooks Online for more information.
     There are pros and cons to each of these choices, which you will need to assess based on your business needs.
     • Rolling up into a single liability is much simpler and does not require a lot of additional configuration in QuickBooks. If you are relying on Fusebill's taxation reporting to keep track of taxes, then this option may be preferable for you.
     • Mapping individual Fusebill tax rules to QuickBooks requires more up-front configuration, but it does offer the advantage of having all of Fusebill's tax information properly recorded in QuickBooks and therefore it can be incorporated into QuickBooks tax reports which may include tax information from other parts of your business. See Setting up Taxes for Use with QuickBooks Online for more information.
       
9. Click Done to complete the wizard and return to the QuickBooks setup page. 
   

For more information on updating these settings after initial configuration, see Updating QuickBooks Integration Settings.