QuickBooks Online is a small business accounting software that makes it easy to manage books, expenses, invoices, etc.
The integration with QuickBooks allows Orderry users to:
automatically create new customers from Orderry in QuickBooks
automatically or manually sync Orderry work orders and invoices with QuickBooks
match taxes in Orderry and QuickBooks
update the invoices already created in QuickBooks from Orderry just in one click
automatically save products and services from Orderry work orders or invoices to QuickBooks
How to Set Up and Enable Quickbooks Integration
1. Go to the Settings > Integrations page, find Quickbooks under Online Connectors, and click Configure.
2. Check Integration enabled.
If necessary, enable the “Create new clients in QuickBooks” checkbox. Orderry checks if there is a client in Quickbooks by e-mail. If such a client already exists, then an invoice will be created. If there is no client with this e-mail, then it will be automatically created in Quickbooks.
Please note, if you have the “Create new clients in QuickBooks” checkbox unchecked and the client from the work order/invoice is not in Quickbooks, then such a work order/invoice will not be sent to Quickbooks.
3. Check the “Send Invoices in Orderry to QuickBooks” checkbox if you want to send invoicing data from Orderry to Quickbooks.
You can set up automatic sending by status below. To do this, select an invoice status. As a result, every invoice that you move to the specified status will automatically be sent to Quickbooks.
You can also enable the manual sending of invoices. To do this, check the “Allow sending information from Orderry invoices to QuickBooks manually” checkbox. As a result, a “Send to Quickbooks” button will appear on each invoice in Orderry for manual sending.
4. Check the “Send Work Orders in Orderry to QuickBooks” checkbox if you want to send work order information from Orderry to Quickbooks.
You can set up automatic sending by status below. To do this, select a work order status. As a result, every work order that you put into the specified status will automatically be sent to Quickbooks.
You can also enable the manual sending of work orders. To do this, check “Allow sending information from order work orders to QuickBooks manually”. As a result, each work order in Orderry will have a “Send to Quickbooks” button for manual sending.
5. Set up tax matching.
For U.S. Users
In the “Tax name in Quickbooks” column, type the word TAX.
For Users from Other Countries
In the “Tax name in Quickbooks” column, type the name of the tax from the Quickbooks system. The tax name can be found in your personal profile on the Taxes page.
Important: Taxes in Quickbooks must be of the Sales type for the integration to work correctly.
If you use more than one tax, click the + Add field button and adjust the matching.
6. Click Save. Congratulations, the configuration is complete and now you can move on to the next step — authorization.
How to Sign In and Connect Quickbooks to Orderry
1. Go to your user profile under Personal info and click the Enable button next to Quickbooks.
2. Log in to your Quickbooks account.
If you have more than one company in Quickbooks, select the necessary one. You can only connect to one Quickbooks company at a time. You will always be able to sign out of a company and into another one to send an invoice.
After that, you will see that Quickbooks is successfully connected.
Important: If you want your employees to also be able to use the integration and send invoices to Quickbooks, then each employee must be logged in to their account.
How It Works
Depending on the options you select in the integration settings window, invoices or work orders from Orderry are automatically or manually sent to Quickbooks.
You can see these invoices on the Get paid & paid > Invoices page.
If a Quickbooks invoice has already been sent, you will see a warning when you try to do it again manually or automatically from Orderry.
Click Update to have the previous invoice data deleted and completely updated with the new data. Click Create new to keep the previous invoice information and create a new invoice (with a new number) in Quickbooks.
How are Products and Services from Orderry Invoices/Work Orders Transferred to Quickbooks?
Products and services are searched by name as the name is a unique identifier.
If you already have all services and products created in Quickbooks, then we recommend exporting them and importing them into Orderry.
If you do not have products and services created in Quickbooks, they will automatically be created in Quickbooks when you transfer invoices from Orderry.
Please note that an Income account — Sale is automatically set up for these products. This means that you must have an Income account named Sale in Quickbooks.
Otherwise, an error will occur when transferring new products from an invoice/ work order and the invoice will not be sent to Quickbooks.
If for some reason you don't have such an Income account in your list, you can always create one in the Chart of accounts section.
Later you can always find this product or service in Quickbooks and change the Income account.