How to Integrate QuickBooks with Ontop?

Prerequisites

Have your subdomain and QuickBooks login credentials ready.

1. Integrations Tab

• Log in to your Ontop account.
• Navigate to the tab Integrations .
• Click Connect from the QuickBooks integration card.

2. Link QuickBooks Account

• Enter your QuickBooks subdomain in the pop-up window (for example, if your QuickBooks URL is test-value.bamboohr.com , enter test-value ).
• Enter your QuickBooks login credentials in the pop-up window.
• Upon receiving the success message, close the pop-up window.

3. Synchronize Worker Invoices

• Make sure the worker exists within QuickBooks.
• Follow these steps:
  • Supplier Management - Create suppliers in QuickBooks using Ontop's supplier management features.
  • Expense Mapping - Map Ontop expenses to corresponding QuickBooks categories.
  • Invoice Synchronization : Sync invoices from Ontop to QuickBooks.

4. Supplier Management

• Create Suppliers : Ontop allows automatic creation of suppliers if they do not exist in QuickBooks. You can view linked and unlinked workers and link them manually.
• Link Suppliers : Select workers and click Link to suppliers . A supplier is automatically created in QuickBooks with the worker's contractual information.

5. Expense Mapping

• Default Category : 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.

6. Invoice Synchronization

• Set Up Expense Categories - Choose how to link Ontop invoice concepts to QuickBooks categories.
• Synchronize Invoices : Select the invoices to sync and click Synchronize Invoices . Once synced, the invoice will disappear from the list.

Additional Features

Filters and Status

• Date Filter : Filter invoices by issue date.
• Search Filter - Search for invoices by worker name, email, or invoice number.
• Invoice PDF : View the PDF of the invoice by clicking on the invoice number.
• Status Buttons :
  • Disabled : If the plugin is not configured.
  • Enabled : Once the accounts are mapped and synchronized.
  • Action Required : If new invoice concepts or non-synchronized invoices are identified.

Data Synchronization The first sync may take about 10 minutes, and subsequent syncs may take up to 24 hours.

Legal Notice

The Client Company represents and warrants that the activation of this integration and the exchange of team member data with Ontop through the applicant tracking system or human resources information system does not violate the rights of any data subject or the applicable data protection or data privacy regulations.