Integrate Zoho Billing with QuickBooks Online
Integrating Zoho Billing with QuickBooks Online helps businesses automate invoicing, payments, and accounting while ensuring data accuracy. This integration syncs invoices, payments, and customer details in real time, reducing manual entry and minimizing errors. It also simplifies tax compliance, revenue tracking, reconciliation, and financial reporting, making financial management more efficient.
By integrating Zoho Billing with Quickbooks Online, you can:
- Automatically sync invoices, payments, and customer details between Zoho Billing and QuickBooks Online.
- Match invoices and payments between both platforms effortlessly and ensure accurate financial records and avoid discrepancies.
- Ensure accurate tax calculations and generate financial reports for tax filing.
- Track cash flows and gain insights into revenue, expenses, and outstanding payments.
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Prerequisites:
- You must have an active account with QuickBooks Online.
- You cannot connect multiple QuickBooks organizations to your Zoho Billing organization and vice versa.
- Your QuickBooks organization with which you wish to integrate, must have the country as the same country as your organization.
- Ensure that the base currency of both these organizations is the same.
Set Up the Integration
Here’s how to set up the integration:
Log in to your Zoho Billing organization.
Go to Settings from the left sidebar.
Select Accounting under Integrations & Marketplace.
Click Connect to Quickbooks next to Quickbooks Online.
You will be redirected to QuickBooks Online sign-in page. Enter your credentials to proceed.
Once you sign in to QuickBooks, select the organization which you want to integrate from the dropdown and click Next.
In the next page, click Connect to complete the integration.
You will then be redirected back to your Zoho Billing account, where you can configure the integration.
Configure the Integration
Now that you’ve connected Zoho Billing 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 Billing, you need to import the accounts and customers (if any) you have in QuickBooks.
- Accounts: By default, all your accounts in QuickBooks will be imported into Zoho Billing. These accounts will be available when you create an item in Zoho Billing, so that you’ll be able to choose the account under which all sales transactions for that item should be tracked in QuickBooks.
- Customers: If you have customers in QuickBooks, you can choose to import them to Zoho Billing so you can create transactions for them. If you enable this option, all your customer contact details in QuickBooks will be created as new customers in Zoho Billing automatically. Your existing customers in Zoho Billing will be retained as they are.
Exporting to QuickBooks Online
Since QuickBooks is the accounting software, you can export your Zoho Billing transactions to QuickBooks so that they’ll be accounted for properly.
Choose the date from which you want your data to be exported from Zoho Billing to Quickbooks and select the Sync Frequency from the dropdown.
Choose the modules you want to export from Zoho Billing to QuickBooks. You can export invoices and credit notes along with the payments made.
- Invoices, both paid and unpaid, will be exported to QuickBooks as Invoices under Sales. Your draft invoices will also be exported.
- Credit Notes in Zoho Billing can be exported as Credit Memos under Sales.
Select an account under which you want to record bank charges, write-offs, and adjustments for your invoices.
- If or when an invoice is written off in Zoho Billing, a credit memo is automatically created and associated with the corresponding invoice in QuickBooks.
- If a payment is recorded with bank charges, the amount paid is initially accounted as undeposited funds and a deposit will be made to the appropriate bank account along with bank charges.
You can export transactions created with the customers imported from QuickBooks. If you are exporting a transaction created with a customer in Zoho Billing, then the customer will be automatically created in QuickBooks with the basic details such as name, phone, email, and address.
The underlying items in each invoice that is exported from Zoho Billing will be created as Products and Services in QuickBooks.
The transactions will be exported to QuickBooks as and when they are created or updated or deleted in Zoho Billing.
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.
- To map the taxes, make sure that you have enabled taxes in both Zoho Billing and QuickBooks Online account.
- Select an existing tax in Zoho Billing or create a new one, and then select the corresponding QuickBooks tax to be mapped.
Note: When mapping taxes, ensure that both taxes have the same tax rates.
- Once the initial setup and configuration is done, click Save to return to the details page.
View Integration Details
After you finish configuring the integration, you can view the details of the integration from the details page.
Any new addition to the list of customers or accounts in QuickBooks will be automatically reflected in your Zoho Billing organization through Auto-Sync that occurs once a day.
If you want the change to be reflected in Zoho Billing immediately, you can click Sync Manually under From QuickBooks to Zoho Billing.
Likewise, if you want the changes in Zoho Billing to be reflected in Quickbooks Online immediately, you can click Sync Manually under Export to QuickBooks Online.
You can change the configurations at any time by clicking Configure at the top.
From the details page, you can also check when the next sync will occur, the last synced time, and view the history of all syncs between your Zoho Billing and QuickBooks Online. You can also 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.
Adding Items from QuickBooks Online
When you export a transaction from Zoho Billing to QuickBooks, the items included in it will be synced to QuickBooks as well. Your other items in Zoho Billing will not be available in QuickBooks.
But the already existing items in Quickbooks is not imported in Zoho Billing. You will have to import your existing items in QuickBooks into Zoho Billing. To do this:
- Export all your items in QuickBooks.
- Import the same into Zoho Billing.
- Mark your existing items in QuickBooks as inactive to avoid errors while syncing items from transactions.
Sync between Zoho Billing and QuickBooks Online
Zoho Billing syncs with the transactions and contacts from QuickBooks Online. The following lists out the sync details.
Sync between Zoho Billing and QuickBooks Online
Transactions such as invoices with payments and customers are synced from Zoho Billing to QuickBooks Online. This sync happens instantaneously, that is, whenever you create an invoice in Zoho Billing, they will be synced to QuickBooks based on the Sync Frequency you’ve set.
The following table lists out how the transactions are synced between Zoho Billing and QuickBooks Online.
| Zoho Billing | QuickBooks Online | Sync Type |
|---|---|---|
| Chart of Accounts | Chart of Accounts | Two-way sync |
| Create a Customer | Creates a new contact. | Two-way sync |
| Create an invoice | Creates a new invoice. | One-way sync |
| Update an invoice | Updates the corresponding invoice. | One-way sync |
| Delete or void an invoice | The invoice will be voided. | One-way sync |
| Write off an invoice | A credit note will be created, and the credits will be associated with the invoice. | One-way sync |
| Record a payment for an invoice | Creates a payment and associates it with the invoice. | One-way sync |
| Update the payment for an invoice | Updates the payment recorded for the corresponding invoice. | One-way sync |
| Delete the payment associated with an invoice | Deletes payment for the corresponding invoice. | One-way sync |
| Create a credit note | Creates a new credit note. | One-way sync |
| Update a credit note | Updates the corresponding credit note. | One-way sync |
| Allocate credits from a credit note to an invoice | Allocates the credits from the corresponding credit note to the specified invoice. | One-way sync |
| Delete a credit note | Deletes the corresponding credit note. | One-way sync |
| Create a refund for a credit note | Creates a refund for that corresponding credit note. | One-way sync |
| Update a credit note refund | Updates the corresponding credit note refund. | One-way sync |
| Delete a credit note refund | Deletes the corresponding credit note refund. | One-way sync |
Sync Details of Invoice
Invoices created in Zoho Billing 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 Billing | QuickBooks Online |
|---|---|
| Invoice Number | Invoice no. |
| Invoice Date | Invoice date |
| Currency Code | Currency code |
| Exchange Rate | Currency exchange |
| Item Name | Product/Service |
| Item Description | Description |
| Item Rate | Rate |
| Item Quantity | Qty |
| Discount | 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 | Tax |
| Shipping Charges | Shipping |
| Adjustment | Adjustment (Will be added as a separate line item) |
Sync Details of Customers
Your customer details will be synced from QuickBooks Online to Zoho Billing. A contact created in QuickBooks as a Customer will be imported into Zoho Billing as a new Customer. Whenever a customer is added, edited, or deleted in QuickBooks, it will be reflected in Zoho Billing through automatic sync that occurs once a day or the manual sync option.
The following table lists out how each customer’s details are reflected from QuickBooks Online to Zoho Billing.
| QuickBooks Online | Zoho Billing |
|---|---|
| Display name | Display Name |
| Email Address | |
| Phone | Phone |
| Mobile | Mobile |
| Website | Website URL |
| Billing address | Billing Address |
| Shipping Address | Shipping Address |
| Currency Code | Currency |
Disable Integration
If you want to pause the data sync for sometime instead of deleting the integration completely, you can disable the integration. Your integration details will not be deleted, and you can activate the integration any time.
To disable the integration:
Log in to your Zoho Billing organization.
Go to Settings from the left sidebar.
Select Accounting under Integrations & Marketplace.
Click Show Details next to Quickbooks Online.
Click the dropdown next to Configure at the top and select Disable Integration.
In the following pop-up, click Disable Integration again to confirm the action.
Your integration will now be disabled, and you will not be able to account for your transactions. You can always click Enable Integration to re-activate the integration.
Delete Integration
If you want to stop using QuickBooks Online for accounting and would like to disconnect it from your Zoho Billing Organization, you can delete the integration. Once you delete it, customers and transactions will no longer be synced between both the apps, and the integration details will also be deleted.
To delete the integration with QuickBooks Online:
Log in to your Zoho Billing organization.
Go to Settings from the left sidebar.
Select Accounting under Integrations & Marketplace.
Click Show Details next to Quickbooks Online.
Click the dropdown next to Configure at the top and select Disable Integration.
In the following pop-up, click Delete Integration again to confirm the action.
The integration will now be deleted, but all your accounts and customers that are already synced from QuickBooks Online will continue to remain active in Zoho Billing.
Note: If you want to integrate another Zoho Billing organization with QuickBooks Online, you can delete the current integration and set it up again with the new organization.
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