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QuickBooks Online Integration With Accelo

Keep your billing and production teams on the same page by automatically syncing invoices and payments between your Accelo and QuickBooks accounts.

Using this guide, you can:


What does the QuickBooks integration actually do?

  • Imports current and historical customers from QuickBooks into Accelo

  • Imports historical invoices from QuickBooks into Accelo
    • This includes sales receipts
    • Accelo does not sync delayed charges
  • Imports tax and ledger codes for more accurate invoicing in Accelo

  • Syncs new purchases which are created or edited in Accelo
  • Syncs new invoices which are created or edited in Accelo to QuickBooks

  • Syncs those invoices' contact information with Accelo and QuickBooks
  • Syncs those invoices' payments with Accelo

  • Delete the invoice in QuickBooks when the associated invoice is deleted in Accelo


How does Accelo’s two-way synchronization work?

When an invoice is created in either system, Accelo will automatically check for a corresponding contact in the opposite system.  If a matching contact is found, then we'll list the new invoice under that contact. If no matching contact is found, we'll automatically create a new contact for you.  With that invoice we'll also sync several key data points, which include:

  • The contact's First and Last Name

  • The contact's Company/Client

  • The contact's physical Address, Email Address and Phone number

  • The Invoice Title and Description

  • Individual line item Descriptions, Subtotal, and Tax Amounts

    • This includes Inventory line items, which will drain your Inventory in QuickBooks
  • The Tax and Ledger Codes used for each line item

  • Payment Amounts, Methods, Dates and recording Staff Person

  • The invoice's customer-facing Notes
  • The invoice's internal-facing Internal Notes


Connecting your QuickBooks Online account to Accelo

Important things to note before integrating your accounts:

  • Connecting your QuickBooks account will begin automatically syncing new invoices which are created in Accelo to Quickbooks.

  • Connecting your QuickBooks account will not import any previous invoices to Accelo automatically. You will have the option to Import previous invoices manually after you've connected.

  • Only an Accelo Administrator is able to connect to QuickBooks

  • Only a Quickbooks Administrator is able to authorize the integration within QuickBooks.


To connect your QuickBooks account:

  1. Navigate to your Integrations page by clicking your User Profile Icon in your Navigation Bar and selecting Integrations.

    accelo.integrations

  2. Locate the QuickBoks Online tab and click the Connect to QuickBooks button. 

    accelo. Connect QBO

  3. If you're not already logged in to your QuickBooks account, a window will appear, prompting you to log in to authorize Accelo to connect to your QuickBooks. 

  4. Authorize Accelo to connect to your QuickBooks account.

    authorizing qbo
  5. Once you've clicked the Authorize button, your QuickBooks account connection will be complete!  The integrations page will automatically refresh, and will present you with a new list of tools and options for configuring your QuickBooks integration

connected qbo

Importing your data from QuickBooks Online

Once you've connected your QuickBooks Online account, you can use your connection to import your data from QuickBooks.

You'll find these import tools under the QuickBooks heading of the integrations page: 

qbo import

Once you've connected your Accelo and QuickBooks Online accounts, new invoices will begin automatically syncing between the two systems.

These import tools are used to import historical records from QuickBooks Online into Accelo.

  • Import Item and Tax Codes From QuickBooks Online: 
    The first, and most important import is used to import your Item and Tax Codes from QuickBooks Online.  These codes will be then used by you and your team when creating invoices in Accelo, to ensure that they appear in the correct place when synced to QuickBooks.  

    • Accelo will only import and sync with Item Codes whose Type is "Income"
    • Accelo requires at least one Tax Code be synced with QuickBooks in order to sync invoices.  If you don't charge tax, a tax code set to 0% can be used instead.

  • Import Companies: 
    The company import is used to import customer records from QuickBooks Online.  

    Company import includes:

    • The contact's First and Last Name
    • The contact's Company/Client
    • The contact's physical Address, Email Address and Phone number
    • Imported customers will be listed as Active companies in Accelo by default, but can be edited after the import has been completed

  • Import Invoices and Payments for Existing Companies:
    Import invoices and their respective payments from QuickBooks for companies which have previously been imported from or created in Accelo.

    Invoices & Payments import includes:
    • The Invoice Title and Description
    • Individual line item Descriptions, Subtotal, and Tax Amounts
    • The Tax and Ledger Codes used for each line item
    • Payment Amounts, Methods, Dates and recording Staff Person
    • The invoice's customer-facing Notes
    • The invoice's internal-facing Internal Notes


Choosing your Sync Preferences

Now that you've connected your Accelo and QuickBooks Online accounts, new invoices will begin to automatically sync between the two systems. 

sync options


 Accelo offers several options for customizing how that sync occurs:

  • QuickBooks Integrations:
    Allows you to enable and disable the QuickBooks integration's invoice sync.  This option must be enabled in order for the integration to function, but can be disabled for testing purposes.
  • Pull new invoices created in QuickBooks: 
    Accelo's QuickBooks Online integrations works by automatically syncing invoices created in either Accelo or QuickBooks with the other system. This option allows you disable the sync of new invoices from QuickBooks Online to Accelo, making it a one-way sync.

  • Push Projects As A Sub-Client:
    When an invoice is synced from Accelo to QuickBooks Online, the invoice is listed under the corresponding customer in QuickBooks Online. This option will instead cause the invoice sync to create a new sub-customer under the corresponding customer, and list the project's invoice there.  This option is great for projects with lots of invoices, or for keeping your invoices organized.

    • When a sub-customer is created, its name will be the project's title from Accelo
    • This option only affects invoices which are created for projects, not issues or retainers


Recording Payments

Payments must be entered in QuickBooks in order to sync with Accelo.  Once the payment has been entered in QuickBooks, it will automatically sync to Accelo, under the corresponding customer and invoice.  

Payment sync will include:

  • The payment amount
  • The payment method
  • The date on which the payment was entered
  • The user who entered the payment
  • The contents of the payment's reference field

Please note - Overpayment is not supported.  Credits from overpayments made in QuickBooks will not sync to Accelo.

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