Quickbooks Online
Our Quickbooks integration allows you to export invoices, customers and items from Orderspace directly to Quickbooks Online.
Getting Started
To get started, go to Apps > Quickbooks Online in Orderspace and authorize Orderspace to access your Quickbooks Online account.
Once authorized you will see the settings page. Select the accounts from your Chart of Accounts to use when adding new Inventory Items to Quickbooks. These are the same accounts that you would use when adding an item manually in Quickbooks. If in doubt about which accounts to choose, go to Quickbooks Online and try adding a new "Inventory Item" to see which accounts are being used.
Once authorized you will see the settings page, with the following fields:
Items - When adding items to Quickbooks, choose whether to create inventory or non-inventory items. For Quickbooks plans that do not support inventory, choose non-inventory.
Income Account, Expense Account, Inventory Asset Account - Select the accounts from your Chart of Accounts to use when adding items to Quickbooks. These are the same accounts that you would select when adding items in Quickbooks. If in doubt about which accounts to choose, go to Quickbooks and try adding a new "Inventory Item" to see which accounts are being used.
Tax Rates - Link your tax rates to the corresponding rates on Quickbooks to ensure that items on your invoices are mapped correctly to tax codes in Quickbooks.
Exporting Invoices
Once everything is set up you can export invoices from Orderspace to Quickbooks by selecting them from the Quickbooks App page in OrderSpace. A link to the app will be added to the top right of your Orders page on the Orderspace admin site. After submitting invoices for export the page will automatically update to show the results. If an invoice fails to export, an "Error" status will be shown. Hover over the error status to see more details about what went wrong.
Note on Proforma Invoices
Proforma invoices are not tax invoices for accounting purposes so they can not be directly exported to Quickbooks. When a proforma invoice is paid a corresponding tax invoice can be generated from it to be sent to the customer. This is done by going to the invoice in the admin and then selecting Create Tax Invoice from the top right. This tax invoice will appear for export to Quickbooks. If this functionality is not needed then the Proforma option should be left unchecked when creating the invoices to generate tax invoices straight away.
Exporting Customers
When exporting invoices, Orderspace will look to see if the customer already exists in Quickbooks by searching on company name and main contact email address. If the customer is found in Quickbooks, Orderspace will just link to the existing contact and use it when exporting invoices. Otherwise, Orderspace will export the customer to Quickbooks before exporting the first invoice for that customer.
It is important to note that the billing address for exported customers in Quickbooks will be set to the address on the first invoice used when the customer was exported. This address will always be used on invoices in Quickbooks, regardless of the address on future invoices in Orderspace.
Exporting Items
When exporting invoices, Orderspace will attempt to link each item on the invoice to a product in Quickbooks by searching on SKU. If no product is found then a new item will be created in Quickbooks for the product variant. When items are created in this way, the accounts you set up on the Orderspace settings page will be used. The initial quantity on hand will be set to zero and the inventory start date will be set to the date when the item was created in Orderspace. The sales price will be set to the unit price in Orderspace, regardless of the price on the invoice.
Common Questions
How much does the app cost?
Use of the app in Orderspace has no extra cost. Any costs associated with using Quickbooks Online are paid directly to Intuit.