Once QuickBooks Online has been activated by contacting Fusebill Support and has been connected, you will need to configure the connection.
- From the left menu, navigate to Settings > Integrations > QuickBooks Online.
- Click Setup Integration.
- On the QuickBooks Online Integration setup wizard, choose the default behaviour for when a Fusebill customer is activated. By default, when activation occurs, Fusebill will automatically create a new QuickBooks customer. This is 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. In addition, you can override this setting on an individual customer. Note: Fusebill only synchronizes customers with QuickBooks when they are Activated; Draft customers are not synced to QuickBooks.
- Choose whether to receive an email when your QuickBooks Online account is about to expire. You can set it to email a particular role or a particular email account.
- Click Next.
- In Step 2, 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.)
- Click Next.
- In Step 3, choose a set of QuickBooks ledgers in 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:
- Click Next.
- In Step 4, 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.
- 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.