Quickbooks
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      How do I setup the Quickbooks Integration

      Watch the video below

      Here are the steps:

      1. Navigate to Settings > Integration in the BlueTrace web application
      2. Click Connect
      3. Follow the prompts
        1. For Quickbooks online, select "Quickbooks"
        2. For Quickbooks Desktop, select "QuickbooksDesktop"
        3. If you're on Quickbooks desktop, the process is a little different for the initial connection, review the connection steps then come back here for the rest of the steps
      4. Wait until the connection status changes from "Connecting" to "Connected" (this could take up to an hour if the size of your quickbooks data is large)

      Connection Success: Configure Settings


      Configure your settings:

      • Make sure you are viewing the General tab of the Quickbooks integration page
      • Set a default invoice payment terms - this is only used in the scenario that the customer does not have terms set up in quickbooks
      • Set AR chart of accounts and AP chart of accounts. This is required because when you create a new item after this integration is setup, the system will create a new item in Quickbooks too - and each Quickbooks Product/Service needs these charts of accounts set up to function properly.
      • Turn on the Invoice creation feature

      Sync Items and Customers

      You have a few tabs in the integration displayed: General, Items, Customers, Invoices.

      In order to proceed with automated invoice creation, you need to match Items in BlueTrace to Quickbooks Products/Services and you need to match Customers in BlueTrace to Quickbooks Customers.

      Item Match

      • Navigate to Items, turn on the Sync, then resolve any matching issues. The system matches the customers across both systems when the SKU field matches. You can't have duplicate SKUs in BlueTrace. 
      • Types of match issues:
        • Item is missing a SKU in BlueTrace
          • Resolution: enter the SKU and the system will look for a match in QB
        • Item Not Found in QB
          • Resolution: There was no item in QB with a matching SKU - if you're sure there's an item that matches, find it in QB, enter the SKU, then click "Re-sync" in BlueTrace, otherwise you can create a new item in QB
        • Duplicate Item Name in QB
          • Resolution: Quickbooks doesn't allow you to create 2 products/services/items with the same name, you may want to edit the name of the item in BlueTrace or find the item in QB and change the name there

      Customer Match

      • Navigate to Customers, turn on the Sync, then resolve any matching issues. The system matches the customers in BlueTrace using Billing Email to customers in Quickbooks using the customer Email field. You will need to work through any duplicate or missing email addresses. 
        • Customer is missing a billing email in BlueTrace
          • Resolution: enter the billing email and the system will look for a match in QB
        • Customer Found in QB
          • Resolution: There was no Customer in QB with a matching billing email - if you're sure there's an customer that matches, find it in QB, enter the billing email, then click "Re-sync" in BlueTrace, otherwise you can create a new customer in QB
        • Duplicate Name in QB
          • Resolution: Quickbooks doesn't allow you to create 2 customers with the same name, you may want to edit the name of the customer in BlueTrace or find the customer in QB and change the name there
        • Duplicate Match in QB
          • Resolution: there may be more than one customer in Quickbooks and in BlueTrace that share a billing email address. In the case when there are multiple customer records sharing an email, you simply need to select the matching customers between the two systems Types of match issues:

      Auto Invoice Creation

      The system will automatically create invoices when you:
      1. Use the BlueTrace Tagging or Distributor iOS app to pack a customer's order up
      2. The customer and the item(s) used need to have a match in Quickbooks - if not, you will have to resolve Item or Customer sync issues before the system can create the invoices (you'll see this in the INVOICES tab - there will be an error)
      3. You can view the status of invoices created (or not) under the Invoices tab (settings > integrations > click on the account integration > click on the Invoice tab)
      4. Issues you need to fix will appear under "Action"