QuickBooks Online Sync Help

ChartMogul Sync for QuickBooks by SaaSync

QuickBooks Online Sync
 

Getting Started

To get started, click the button below. You will be prompted to sign up for a SaaSync account. If you already have a SaaSync account, look for a login link near "Have an account?". Once you have signed up or logged in, you will be taken directly to QuickBooks to connect your QuickBooks account with SaaSync.

Once you've connected your QuickBooks account to SaaSync. You can connect your ChartMogul account to SaaSync by clicking "Connect Now" on ChartMogul and providing your Account Token and Secret Key from ChartMogul.

Get Started
 

Integration FAQ and Best Practices

1. What does the SaaSync integration for QuickBooks do?Expand/Collapse

The integration pulls sales information (invoices, credit notes, sales receipts and payments) and transforms the data into a way that it can be connected and sent to ChartMogul.

2. How does the SaaSync integration for QuickBooks work?Expand/Collapse

When pulling the data from QuickBooks it will try to automatically transform the data into the required format for sending it on to ChartMogul. For data that has the appropriate information, this is an automatic process. For data that does not have the necessary information, the transactions are sent to a review queue in SaaSync where you can manually update the missing fields on the record before sending it on to ChartMogul

3. What are some best practices that I can do when entering transactions into QuickBooks so that most of my sales information is automatically synced to ChartMogul?Expand/Collapse

There are a few things that can be done at the time of creating the invoice, credit note, or sales receipt that can greatly improve the integration.

  1. Setup and use Product/Service specific to the product plans and other one time things that you sell. For example “Gold Plan”, “Silver Plan”, “Training” or “Implementation”. Invoices need to be coded with the proper Product/Service identifier. Depending upon how much detail you care about, you might have a set of Product/Service that look like:

    • Gold Plan (Monthly) - Monthly Subscription
    • Gold Plan (Yearly) - Annual Subscription
    • Training
    • Implementation

    Or if you want to be able to easily identify one time items as they relate to your subscription products:

    • Gold Plan (Monthly) - Monthly Subscription
    • Gold Plan (Yearly) - Annual Subscription
    • Gold Plan - Training
    • Gold Plan - Implementation
    • Etc.
  2. Be consistent with usage of Product/Service in QuickBooks. The “Gold Plan” should ideally be limited to the subscription fee associated with that product. If there are other one time charges (training, implementation, etc) those should be a separate product/service such as “Training” or “Gold Plan - Training”.
  3. Any time you use the QuickBooks recurring transaction feature to generate subscription based invoices or sales receipts, as long as the template includes a standard Product/Service on the line item SaaSync is able to automatically classify the required information needed to send the information to ChartMogul.
  4. Any time that you create a manual invoice, credit note, or sales receipt in QuickBooks, use a standard Product/Service and put the service period dates for the subscription in the line item of the invoice. SaaSync is usually able to automatically parse that data and send it to ChartMogul. For example:

    Service periods in line item description
  5. If you create a manual prorated invoice (for a partial period upgrade / downgrade) you should do two things in the line item description field. Include the word “prorated” and include the service period dates.

    Service periods in line item description
  6. Be consistent in entering date formats for the service period dates. We recommend the ISO 8601 date standard which is YYYY-MM-DD. However, we do and can support other formats as long as they are consistent, they include year, month and day, and they are of one of the following patterns:

    • YYYY MM DD (recommended)
    • MM DD YYYY
    • MMM DD YYYY
    • MMMM DD YYYY
    • DD MMMM YYYY
    • Any of the above formats where they are separated by either - , / or space. For example, all of these would be acceptable: YYYY-MM-DD, YYYY/MM/DD, YYYY MM DD, or YYYY,MM,DD
  7. When entering a date range for a service period, there are two things to consider.

    • The start date of the subscription is anchored. For example:
      1. Weekly subscriptions the start date should be anchored to the day of the week. So if a subscription starts on Friday, each subsequent period would also start on Friday.
      2. Monthly, Quarterly, and Annual subscription start dates anchor to the numeric day of the month. A customer with a monthly subscription set to cycle on the 2nd of the month should always be billed on the 2nd.
      3. The caveat to this is start dates in months that don’t have an anchor date. In this case, the start date of the subscription should be anchored to the last day of the month. Thus, a monthly subscription starting on January 31 would renew on February 28th (or February 29 in a leap year) and then again on March 31st.
    • The start date and end date are both inclusive of the date range. Thus a monthly subscription starting on the 15th of October would end on the 14th of November. A weekly subscription starting on Friday would end on Thursday, etc.

    The good news is that you don’t have to be perfect. SaaSync tries to understand the intent of the subscription and will make very slight modifications to the end date if we feel that the date was entered incorrectly by a day.

4. What about invoices that we create that are one time, non-recurring invoices that are not associated with a subscription?Expand/Collapse

First, our system will look for the word “one time” or “one-time” in the line item description and if it detects it, it will automatically treat it as a one time item.

Second, as a best practice, we suggest that you use a Product/Service that is different from one associated with a subscription. If you do that, from the SaaSync dashboard you can select "Product" and you will see a list of your product/services. By selecting a product as "one-time" it will always be treated as a one time transaction from that point forward.

If you do neither of those two suggestions, the data will come into the SaaSync review queue where you can classify the invoice item as “one time” and it will be synced to ChartMogul as such.

5. Can I use custom fields on the invoice header to track and communicate service periods?Expand/Collapse

Yes, we support the use of custom fields on the invoice header to track the service period. It should be noted that when using this method to track the service period, if there are multiple line items on the invoice they will all receive the same service period.

Our system looks for the presence of two custom fields on the invoice header. Both fields must be populated with a valid date format that we support. We recommend the ISO 8601 date standard which is YYYY-MM-DD. However, we do and can support other formats as long as they are consistent, they include year, month and day, and they are of one of the following patterns:

  • YYYY MM DD (recommended)
  • MM DD YYYY
  • MMM DD YYYY
  • MMMM DD YYYY
  • DD MMMM YYYY
  • Any of the above formats where they are separated by either - , / or space. For example, all of these would be acceptable: YYYY-MM-DD, YYYY/MM/DD, YYYY MM DD, or YYYY,MM,DD

Finally, we are flexible in the names of the two custom fields that we support. We recommend Service Period Start and Service Period End for the field names. However, we support variants of these names. Should you already have fields created with differing names feel free to contact us and we will gladly let you know if they are support or if we can add support for them.

6. What if I have transactions in QuickBooks that I do not want to sync to ChartMogul, perhaps they already sync via another system?Expand/Collapse

For invoices, credit notes, and sales receipts if you'd like SaaSync to auto-ignore the entire transaction, you can include the phrase[exclude] in either a custom field or in the Message on Statement field. This can be done for both recurring transactions or manually created transactions.

Note: you only need to do this in one field or the other, not both. And it doesn't matter what the name of the custom field is, it can be any field name (or custom field you are already using).

QuickBooks Online Exclude Transactions Settings

If you have custom requirements for excluding certain transactions, perhaps you have a unique custom invoice numbering system, contact us and we'll gladly look into options that work for you. Unfortunately, QuickBooks's API doesn't support the "Tags" field so that is not an option.

7. What if I do or don’t want sales receipts synced to ChartMogul because the data is (or is not) already synced via another billing system?Expand/Collapse

If you got to the dashboard and find the QuickBooks integeration and open the data source settings, under "Options" is the ability to include or exclude sales receipts. By default they are excluded.

QuickBooks Data Source Settings

If you have any questions around this or want to discuss it with us further, please contact us.

8. Does SaaSync handle invoices that have discounts or tax on the invoice?Expand/Collapse

Yes, tax and discount data is properly handled and sent to ChartMogul.

9. Does SaaSync support Delayed Charge Invoices created in Quickbooks?Expand/Collapse

No, we currently do not support delayed charges or delayed credits. If you see invoices in SaaSync that are missing the line items, they perhaps may have been created via a delayed charge / credit.

10. What versions of QuickBooks does SaaSync support?Expand/Collapse

We currently support all versions of QuickBooks Online. We do not support QuickBooks Desktop versions.

11. How often does the SaaSync for QuickBooks integration sync?Expand/Collapse

Subject to change, but right now it runs every 10 minutes. Thus an invoice added in QuickBooks may take up to 10 minutes before it’s reflected in ChartMogul.

12. What user permissions do I need to authenticate SaaSync to QuickBooks?Expand/Collapse

The user must have QuickBooks Business Admin permissions.

13. What if I have other questions?Expand/Collapse
Contact us, we’re always happy to answer any questions or jump on a call to discuss your use case further.
 

Data Flow

Data flow for QuickBooks