Zoho Invoice

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Zoho Invoice - QuickBooks Online Integration

Using an accounting software for your business helps you keep track of the cash flow, and then use this data to make financial decisions such as allocating budgets. QuickBooks Online is cloud-based accounting software for small businesses, that helps you automate the process of accounting. Integrate Zoho Invoice with QuickBooks Online so you can account for all your sales transactions automatically.

Note: This integration is available only for the US and UK editions of Zoho Invoice.

Here’s what the integration with QuickBooks Online can do:

Prerequisites:

  • You must have an active account with QuickBooks Online.
  • You cannot connect multiple QuickBooks organizations to your Zoho Invoice organization and vice versa.
  • Your QuickBooks organization with which you wish to integrate, must have the country as the US or UK.
  • Ensure that the base currency of both these organizations is the same.
  • If you invoice customers in multiple currencies in Zoho Invoice, then you have to enable multicurrency in QuickBooks.

Set up the integration

set up quickbooks integration

You will then be redirected back to your Zoho Invoice account, where you can configure the integration.

Configure the integration

Now that you’ve connected Zoho Invoice with QuickBooks Online, you can go on and choose what data should be imported from and exported to QuickBooks Online.

Importing from QuickBooks Online

Since you need to account for your transactions in Zoho Invoice, you need to import the accounts and customers (if any) you have in QuickBooks.

Import from QBO

Exporting to QuickBooks Online

Since QuickBooks is the accounting software, you can export your Zoho Invoice transactions to QuickBooks so that they’ll be accounted for properly.

Export from QBO

Mapping Taxes

To ensure that the taxes in your transactions exported to QuickBooks are mapped correctly with your existing taxes in QuickBooks account, you can map the taxes present in both the apps.

Note: When mapping taxes, ensure that both taxes have the same tax rates.

Map taxes

Adding items from QuickBooks Online

When you export a transaction to QuickBooks, the items included in it will be synced to QuickBooks as well. Your other items in Zoho Invoice will not be available in QuickBooks.

Since Zoho Invoice is the invoicing software, you will have to bring your existing items in QuickBooks (if any) into Zoho Invoice.

To do this:

View integration details

After you have configured the integration, you can view the details regarding the integration from the details page.

Integration details page

Sync between Zoho Invoice and QuickBooks Online

Zoho Invoice syncs with the transactions and contacts from QuickBooks Online. The following lists out the sync details.

Sync details of transactions

Transactions such as invoices with payments are pushed from Zoho Invoice to QuickBooks Online. This sync happens instantaneously, that is, whenever you create an invoice in Zoho Invoice, they will be synced to QuickBooks immediately.

The following table lists out how the transactions are synced between Zoho Invoice and QuickBooks Online.

Zoho Invoice QuickBooks Online Sync Type Sync Time
New invoice Creates a new invoice One-way sync Immediate sync
Updating invoice Updates the corresponding invoice One-way sync Immediate sync
Deleting invoice Deletes the corresponding invoice One-way sync Immediate sync
Adding payment for invoice Creates payment for the corresponding invoice One-way sync Immediate sync
Deleting payment for invoice Deletes payment for the corresponding invoice One-way sync Immediate sync

Sync details of invoice

Invoices created in Zoho Invoice will be exported to QuickBooks Online along with their payments.

The following table lists out the fields in an invoice that are mapped with the one created in QuickBooks.

Zoho Invoice QuickBooks Online
Invoice Number Synced as Invoice No.
Invoice Date Synced as Invoice date
Currency Code Synced as Currency code
Exchange Rate Synced as Currency exchange
Item Name Synced as Product/Service
Item Description Synced as Description
Item Rate Synced as Rate
Item Quantity Synced as Qty
Discount Synced as Discount (QuickBooks Online doesn’t support line item level discounts. All the item level discounts will be added and displayed as a total discount for the invoice)
Tax Synced as Tax
Shipping Charges Synced as Shipping
Adjustment Synced as Adjustment (Will be added as a separate line item)

Sync details of customers

Your customer details will be synced from QuickBooks Online to Zoho Invoice. A contact created in QuickBooks as a “Customer” will be imported into Zoho Invoice as a new “Customer”. Whenever a customer is added, edited, or deleted in QuickBooks, it will be reflected in Zoho Invoice by virtue of the automatic sync that occers once a day or the instant sync option.

The following table lists out how each customer’s details are reflected from QuickBooks Online to Zoho Invoice.

QuickBooks Online Zoho Invoice
Display name Synced as Customer Display Name
Email Synced as Customer Email
Phone Synced as Customer Phone (Work Phone)
Mobile Synced as Customer Phone (Mobile)
Website Synced as Website
Fax Synced as Fax
Billing address Synced as Billing address
Shipping Address Synced as Shipping Address
Currency Code Synced as Currency

Pro Tip: You can check if your transactions and customers are synced properly, from the History section at the bottom of the integration details page. If few transactions could not be synced, it will be listed here as well.

Delete the integration

If you want to stop using QuickBooks Online for accounting and would like to disconnect it from your Zoho Invoice account, you can delete the integration. Once you delete it, customers and transactions will no longer by synced between both the apps, and the integration details will also be deleted.

To delete the integration with QuickBooks Online:

Delete integration

The integration will now be deleted, but all your accounts and customers that are already synced from QuickBooks will continue to remain active in Zoho Invoice.

Pro Tip: If you want to integrate another Zoho Invoice organization with QuickBooks, you can delete the current integration and set it up again with the new organization.

Instead of deleting the integration completely, if you only want to pause the data sync for sometime, you can disable the integration. Your integration details will not be deleted and you can activate the integration at any time.

To disable the integration:

Your integration will now be disabled and you will not be able to account for your transations. You can always click the Enable Integration button to re-activate the integration.