QuickBooks Online Integration
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      Establishing Integration with QuickBooks Online

      TABLE OF CONTENTS

      Typically, bigger companies require using tools for following the various processes and making the right decisions. 

      In Precoro, you can integrate your QuickBooks Online account and enjoy its advantages which will help you automate document management and save time.

      Advantages of QuickBooks Online Integration

      • Reduced manual input for Purchase Orders or Invoices in QuickBooks Online.
      • Suppliers’ data sync between Precoro and QuickBooks Online.
      • Better communication between the purchasing and accounting departments.
      • Prevention of careless errors due to manual entry.

      To integrate QuickBooks with Precoro, you should have a Plus, Advanced QuickBooks, or Essential subscription. A Simple Start plan does not offer such an option.

      The Essential plan allows the integration of Invoices only.

      How to Integrate Precoro with QuickBooks Online


      1. Connect Your QuickBooks Account

      Go to Configuration → Integrations to start connecting your QuickBooks Online account to Precoro, then press the Connect to QuickBooks button to sign in to your QuickBooks Online account via Precoro.


      2. Sync Your Suppliers 


      Import Suppliers to Precoro from QuickBooks OR press Sync Suppliers if you already have a Supplier’s list in Precoro.

      Every Supplier in Precoro should have a pair in QuickBooks. When syncing Suppliers, Precoro will recognize the matches.




      If some Suppliers are not recognized, sync them manually through the Supplier Management page or create a new Supplier in QuickBooks.

      Please note that the currencies of your Supplier in Precoro and QuickBooks should be the same.


      To learn more, consult the Suppliers and Items Integration article.




      After this, the list of the following Supplier’s fields will be automatically updated back and forth:

      • Supplier Name
      • Legal Address
      • City
      • State/Province
      • Postal Code
      • Country
      • Phone Number
      • Email Address
      • Account Number.

      3. Choose the QuickBooks Settings to Integrate with Precoro
       

      You can select the following lists to mirror in Precoro:

      • GL Accounts (Chart of Accounts)
      • Customers and Projects
      • Classes / Departments
      • Locations.

      To integrate the needed list:

      1. Choose the list in Step 3.

      2. Select the options you want to import from QuickBooks by checking them.

      3. Press the Import button below.

      Once imported, you will use the mirrored options in the Purchase Orders/Invoices in Precoro in the same way as it is configured in your QuickBooks account.


      Important information to consider:

      • Buttons starting with “Import…” in Step 3 contain only previously unintegrated data from QuickBooks. Hence, if you added, for example, a new Account in QuickBooks, you should click on the Import Chart of Accounts to display it in Precoro. You can delete the Accounts manually on the Edit Custom Field page.

      • The Update button in Step 3 will only renew the already integrated data. Therefore, if you want to update integrated options, use this button to keep integrated data up-to-date without adding new options. For instance, if you made changes in the customer’s data in QuickBooks, click on Update to display these changes in Precoro.

      4. Sync Items (Optional)


      If you have products and services, or you are managing inventory in QuickBooks, you can synс it with Precoro.


      Synced products will be sent to QuickBooks as items. Other items will be sent as category details.




      All changes in QuickBooks regarding products, services, and inventory should be synced with Precoro through the Sync Items button on the integration page. 

      To get more information, go to the Suppliers and Items Integration page.

      5. Select the Integration Option


      You can choose Approved Purchase Orders or Approved Invoices. If you select Approved Invoices, you can also Import Payments.

      When the Import payments option is active, payments and their statuses will also be synced.

      6. Tax Agency and Rates Matching (Optional)*

      *This step will be hidden if you are not using Taxes in Precoro.

      Find more on how to work with Taxes in Precoro here.

      To integrate Tax and map Rates, you should follow these steps:

      1. Set the default Tax Agency in Step 6 of the integration settings.

      2. Map the Tax rates in Step 7.


      Please note that the selected Tax rate should match the one in Precoro.


      Once you have finished the setup process and Saved the progress, your next approved Purchase Order/Invoice is transferred to QuickBooks automatically.

      To get more information on the interaction between Precoro and QuickBooks in document management, read these articles:

      Please note that for Frozen accounts and companies whose Demo period ended more than 30 days ago, the QuickBooks connection will be automatically disconnected.

      How to Disconnect or Remove Options for QuickBooks Integration


      To turn off the integration, go to the Configuration page, press the Disconnect button, then proceed to select the option that suits your process the best:

      • Remove Integration — your settings and field synchronization will be saved, allowing you to reactivate it anytime.
      • Disconnect Integration — all data will be unsynced, and you will be able to set up a new integration from scratch.

      Notification Process for the QuickBooks Integration Disconnect


      In case the integration was disconnected company admins will see the flash message notifying them of the issue and prompting them to proceed to Configuration and resolve it. 


      Additionally, in the Email Preferences, you can see the Notification about disconnected QuickBooks integration option. If activated, users with Configuration roles in Precoro will receive the email notifying them of the possible issues:

      • QuickBooks subscription has been transferred to another user.

      • QuickBooks subscription has been canceled.

      • QuickBooks subscription expired.

      • Your QuickBooks admin has been removed from the QuickBooks organization.

      And prompting the administrators to take action and establish the integration. In the meantime, your company’s documents, suppliers, items, and tracking categories will not be created or updated until the integration has been established again.