Step 3: QuickBooks Online Integration Settings

Integration Settings Walkthrough and Explanations

The following steps will take you through configuring the most important settings for the Zoey x QuickBooks integration.

1. Customer Settings

Determine how Zoey should sync Accounts information to QuickBooks Online. You'll need to choose the option that best fits how you manage your QuickBooks environment.

Here are some options:

  • You can disable syncing Account data by setting Export Zoey Customers to QuickBooks. to No.
  • You can sync your Account data to Customers in QuickBooks.
    • Account Locations can be mapped as Sub-Customers in QB.
    • An Account can be mapped as Sub-Customer of specified Customer.
    • A Contact can be mapped to a specific Customer or Sub-Customer.

If you are exporting your Zoey Accounts to QuickBooks, you can decide whether to sync their phone number, Net Terms details, Billing/Shipping addresses, and custom Account Attributes.

When Export Zoey Customers to QuickBooks is set to No, it will still attempt to create a QuickBooks customer if one does not exist, when syncing the Invoice. When set to Yes, it allows you to manually sync Zoey contact data into QuickBooks from the contacts grid, and will send updates to QuickBooks beyond the first sync, when it creates the Customer.

Sync to Preset QBO Customer for all Orders

You can choose to sync all orders to one Customer based on the Customer Group by supplying the QuickBooks Customer ID.

Another Preset Customer can then also be used for tracking Invoices and Payments.

Customer Lookup Fields

Customers are looked up by their Account or Contact Name against the QuickBooks Display Name.

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Generated Display Name will comprise of firstName-lastName (email).

Customers will be synced this way if not found initially by Name.

Display Name Fallback will be tried if the Customer cannot be found initially. Each field included in the fallback option will be searched in against the Display Names to locate the Customer.

Manually Linking Zoey Account to QuickBooks Customer ID

In the QuickBooks tab of the Account you will find a text box to enter the QuickBooks Customer ID into. This will be the new Customer that this Account will sync details to.

Details will be updated in QBO when the next Order is placed by this Account.


2. Product Settings

The Zoey x QuickBooks integration can manage your product inventory and pricing in Zoey, as well as keeping your QuickBooks products updated. You'll need to decide how products are synced between the systems.

Lookup Settings

Here are the steps for setting up QBO Product Import updates:

  1. Set which fields will be used to lookup products in each system.
  2. Decide whether Zoey Inventory should match Qty on Hand in QuickBooks. This setting will update the Product Quantity from QuickBooks twice an hour.
  3. Choose whether to match prices in Zoey to the sale price of the item in QuickBooks. This setting will update the base price of Zoey products with the Sales price/rate for its associated QuickBooks item twice an hour.

Export Settings

There are also export settings for pushing product information to QuickBooks:

  1. Decide whether to send product updates are sent to QuickBooks at all.

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    When set to Yes, product updates will be sent to QuickBooks.

    When set to No, the Product Data is only sent to QuickBooks if the Product does not already exist in QuickBooks.

  2. Select the Product Description Source for the description update.
  3. You can also select custom product attributes to map to QuickBooks.

3. Order Settings

The Zoey x QuickBooks Integration can keep invoices synced across systems.

  • You can enable Zoey to create invoices in QuickBooks.
  • Invoices paid in QuickBooks can update their Zoey counterparts.

After setting Create QuickBooks Invoices to Yes, more specific settings appear.

Invoice Sync

Use Order Numbers for QuickBooks Invoice Numbers - Zoey Order number will be set as the Invoice Number in QuickBooks.

  • Document numbers need to be unique in QuickBooks. If an existing document is found when trying to create a new invoice you will be thrown a Duplicate Document Number Error. Link Order on Duplicate Document Number Error will bypass that error and link the new invoice to the existing in QuickBooks.

Create QuickBooks Invoices From Zoey Invoices - When set to Yes, QuickBooks Invoices will be created from Zoey Invoices instead of the Order for Orders placed using the specified Payment Methods.

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When syncing Invoices to Invoices, the Zoey Invoice # will be set on your QBO Invoices instead of the Order #.

Invoice Orders when QuickBooks Invoices are Paid and Receive Payment for QuickBooks Invoice when Order is Paid each handle one direction of syncing payments to/from Zoey and QuickBooks. These settings enable you to keep payment status in sync, wherever they are paid.

Void QuickBooks Invoices when Order is Cancelled will make sure invoices are voided in QB if an order is cancelled.

The first shipment's details info can be included on the Invoice in QBO by setting Set Shipping Information on QuickBooks Invoices to Yes.

  • Set which details of your products are listed in QuickBooks.
  • Manage additional invoice settings such as using Billing Address on invoice, assigning class, and relating Location.
  • Choose to display amount details as QuickBooks Line items.

Mapping Order Number to QB Invoice Field

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If you are not using the Zoey Order Number as the QBO Invoice Number, you may still want to map the order number into a custom invoice field.

You can map Zoey order data to any field on the QuickBooks Invoice. After setting Map Custom Fields to Yes, a list of QBO invoice fields are returned for you to map to.

Simply select the data you would like to be inputted for the invoice field.

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Increment Id (increment_id) is the Order Number.

Non-Product Line Items

In the QuickBooks Line Item Amounts section you can map Discounts, Gift Card Discounts, Store Credit, Shipping and Additional/Surcharges to Line Items (QuickBooks Products). Discounts and Shipping, when set to No will map to the Totals fields on the Invoice.

Additional Charges, Net Term Discounts and Late Fees should be a Service Item in QuickBooks, when set to Yes.


4. Default Accounts

This section will let you select the QuickBooks Accounts for Income, Inventory, Cost of Goods, and Discounts.

Neglecting certain Default Accounts can cause errors when syncing.


5. Payment Methods

This section will let you assign Zoey payment methods to use a specified QuickBooks Bank or Other Current Asset Deposit Account. Unassigned payment methods will not provide a Deposit Account.


6. Net Terms

This section allows you to Assign Zoey Net Terms to QuickBooks Terms.


7. Tax Rates

This section allows you to assign each Zoey Tax Rate to a QuickBooks Tax Rate. Orders containing unassigned tax rates will have no taxes sent to QuickBooks.

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That's it! With these settings configured, you can begin testing the link between QuickBooks and Zoey.

Click here to learn how to push Invoices and Orders manually. It is a helpful tool for testing and managing across systems.