Quickbooks Integration

Quickbooks Integration

This add-on allows you to automatically sync invoice and credit note data with QuickBooks.

Linking To Your QuickBooks Company

Once we have enabled the add-on, you will need to link CocoonOPS to your company in QuickBooks

This is done by:

  1. Going to the Add Ons screen in CocoonOPS
  2. Clicking on the [ LINK TO MY QUICKBOOKS ACCOUNT ] button
  3. You will be taking to QuickBooks
  4. Log in to your account if you are not already logged in
  5. Follow the on-screen instructions in QuickBooks
  6. Once completed you will be redirected back to CocoonOPS

Linking Rates to QuickBooks Products/Services 

Each rate that is included on an invoice is linked to a product/service in QuickBooks.

This is done by linking the Revenue Account Code in the rates settings screen in CococonOPS with the Item/Service code in QuickBooks.

 
Idea
if you have already been using quickbooks and have products/services set up, you should ensure the Item/Service code matches the Revenue Account Code 

The product/serice information shown below is accessed in QuickBooks by

  1. From the main menu, select Sales > Products & services
  2. Click the Edit link on the row of the product you want to manage

The Item/Service code field must match the rate in CocoonOps in the Revenue Account Code column in the Settings > Rates screen.

The I sell this product/service to my customers checkbox must be ticked.

The service must be linked to an Income account in QuickBooks.



Telling CocoonOPS which account to use 

When sending data to QuickBooks, if CocoonOPS cannot link an invoice line item to a product/service in QuickBooks, a new service will be created.

You will need to tell CocoonOPS which account new services should be created under in the cart of accounts in QuickBooks.

To do this:

  1. Go to settings
  2. Select the [ Finance ] menu option from the left
  3. In the Quickbooks Default Revenue Account Name field enter the name of the account from QuickBooks
  4. Click the [ SAVE CHANGES ] button                 


Syncing Data With QuickBooks

CocoonOPS will send data to Quickbooks when an Invoice or Credit Note is marked as issued.

QuickBooks will update the invoice status in CocoonOPS when the invoice is paid, voided or deleted.

Errors

When an error occurs when we try to sync the invoice to QuickBooks, a message will be shown on the invoice in CocoonOPS

Typically this is caused by the information in CocoonOPS being different to what already exists in QuickBooks.

Once the issue is resolved you can trigger CocoonOPS to attempt to sync the invoice again by changing the invoice status to DRAFT and then changing it back to ISSUED.

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