Step-by-Step Guide to Integrate QuickBooks with Ontop
Prerequisites
- Ensure you have "Admin" permissions in Ontop.
- Have your QuickBooks subdomain and login credentials ready.
-
Accessing the Integrations Tab
- Log in to your Ontop account.
- Navigate to the Integrations tab.
- Click on Connect from the QuickBooks integration card.
-
Linking QuickBooks Account
- Enter your QuickBooks subdomain in the popup (e.g., if your QuickBooks URL is
test-value.bamboohr.com
, entertest-value
). - Submit your QuickBooks login credentials in the popup window.
- Upon receiving the success message, close the popup window.
- Enter your QuickBooks subdomain in the popup (e.g., if your QuickBooks URL is
-
Synchronizing Worker Invoices
- Ensure the worker exists within QuickBooks.
- Follow these steps:
- Vendor Management: Create vendors in QuickBooks using Ontop's vendor management features.
- Expense Mapping: Map expenses from Ontop to the corresponding QuickBooks categories.
- Invoice Sync: Synchronize invoices from Ontop to QuickBooks.
Detailed Processes
Vendor Management
-
Create Vendors:
- Ontop allows automatic vendor creation if they don't exist in QuickBooks.
- You can visualize linked and unlinked workers and link them manually.
-
Link Vendors
-
- Select workers and click on Link to vendors.
- A vendor is automatically created in QuickBooks with the worker's contractual information.
Expense Mapping
-
Default Category:
- Choose a single category for all invoice items and click Confirm.
- Choose a single category for all invoice items and click Confirm.
-
All Categories:
- Map and link each Ontop invoice item to a specific QuickBooks category.
- Click Confirm after mapping each category.
Invoice Synchronization
-
Configure Expense Categories:
- Choose how to link Ontop's invoice concepts to QuickBooks categories.
- Choose how to link Ontop's invoice concepts to QuickBooks categories.
-
Sync Invoices:
- Select invoices to synchronize and click Sync Invoices.
- Once synchronized, the invoice will disappear from the list.
Additional Features
Filters and Status
- Date Filter: Filter invoices by the issue date.
- Search Filter: Search for invoices by worker's name, email, or invoice number.
- Invoice PDF: View invoice PDF by clicking on the invoice number.
- Status Buttons:
- Disabled: If the plugin is not set up.
- Enabled: Once accounts are mapped and synced.
- Action Required: If new invoice concepts or unsynced invoices are identified.
Syncing Data
- The first sync may take about 10 minutes, and subsequent syncs could take up to 24 hours.
Legal Disclaimer
⚠️ Customer Company represents and warrants that activating this integration and sharing team member data with Ontop through the applicant tracking or human resources information system does not violate the rights of any data subjects or applicable data protection or data privacy regulations.
Congratulations, you have made it! 🚀
If you have further questions, feel free to contact our support team via chat 😊
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