QuickBooks Online Integration

Note: The QuickBooks Online integration is currently in beta. This means that it is open to use for customers in every product tier for the time being. It is a good idea to do a sample run of a few records to make sure that the integration works as you expect.

The integration can be accessed on the QuickBooks Online Integration page in the settings. Initially, this page provides the following options:

  • Enable QuickBooks Online Integration: If you don’t ever have any plans to use the integration, we recommend unchecking this. If you check this option, you will see a checkbox on every payment record related to QuickBooks, so it is better to hide it if you don’t plan on using it.
  • Connect to QuickBooks Online: Clicking this button will prompt you to sign into your QuickBooks Online account. You will be transferred over to the QuickBooks Online sign in page. Signing in will allow CloudBridal to integrate with your QuickBooks environment for 1 hour.

After connecting to QuickBooks, you will be transferred back to the settings page, which will open up more options related to the integration.

The integration when authenticated into QuickBooks Online.

At this point, you will be authenticated into QuickBooks for 1 hour. The interface will tell you exactly what time your session will expire. Once the session expires, you will need to reauthenticate in order to run the integration process again. The process allows you to select the following options:

  • Import Vendors into CloudBridal: Imports your QuickBooks vendors into CloudBridal. Attempts to match vendors by name to prevent duplicates. Previously-imported vendors will never be duplicated, so you can safely run this multiple times.
  • Export Payments From Year: If you choose to export payments to QuickBooks, you must select the calendar year of the payments that you wish to export.
  • Export {Num Customers} and {Num Payments} to QuickBooks: Exports customers and payments that you enter into CloudBridal to QuickBooks. This will only export records that have not already been exported. You can omit records from the export by selecting the ‘Never Export to QuickBooks’ checkbox on the record. Payments are exported into QuickBooks as Sales Receipts.
  • Calculate Tax Rate for Exported Payments: This uses your configured tax rates to calculate the tax of each exported payment as a separate line item in the sales receipt. Without this checked, payment amounts will be exported as tax inclusive. Note that this does not guarantee accuracy if you’ve changed your tax rates after the original payment date, as this calculation uses the currently set tax rate. Therefore you should make sure that your configured tax rates are accurate for the Export Year that you have selected.

When you select the year of payments to export, you will also see how many customers and payments will be exported near the checkbox:

The number of customers and payments dynamically changes based on the export year.

Note that only customers with payments in that year will be exported. A customer who has not made any payments will not be exported to QuickBooks.

When you are ready to begin the integration process, simply click Begin Integration. This will queue a background process that will perform the integration. This process can potentially take a long time if you have a lot of records to process, but luckily you can continue using CloudBridal while the integration is running. As soon as it finishes, you will even get an email with the results.

A sample email with the QuickBooks integration results.

At this point, if you’ve chosen to import vendors from QuickBooks, you will see them in your vendors list within CloudBridal.

If you’ve chosen to export customers and payments from CloudBridal into QuickBooks, you will see them within your QuickBooks Online environment.

A sample sales receipt in QuickBooks online, which represents one of the payments exported from CloudBridal.