QuickBooks Integration Guide

SubscriptionFlow allows you to integrate with third-party accounting software to streamline financial management. Follow this step-by-step guide to integrate SubscriptionFlow with QuickBooks accounting software.

Step 1: Connection

1. Click on the gear icon in the upper right corner of the Dashboard to enter Administration Settings. 

2. Next, click on the 'Apps' under Apps & API. Here you can find various third-party applications to connect with SubscriptionFlow.

3. Click on QuickBooks under the Accountings tab.

4. On the integration page, click the 'Connect' button.

5. You will be redirected to the QuickBooks login page. Login to your QuickBooks account to be directed back to SubscriptionFlow.

6. Once QuickBooks is connected the next step is to configure it.

Step 2: Configuration

1. The first attribute in the QuickBooks configuration settings is Income Account for New Items. The account selected here will be the default income account assigned to all items (plan charges) that are sold. For example, as shown in the screenshot, we have set our account as “Sales”

2. The field Deposit Payment into Account indicates which account the payment gets deposited into when selected from the drop-down menu. For example, we have set it to “Uncategorized Asset.” These accounts can be selected as per the default settings of QuickBooks and you can select the target account as per your preference.

Step 3: Advance Settings

In advance settings, there are the following fields that you can set how you want your data to be shown in SubscriptionFlow invoice line items.

1. You can control whether you would like to sync invoices from SubscriptionFlow to Quickbooks if transactions are made against it by selecting enable/disable. You can also sync invoice status as well by enabling/disabling the option.

2. You can set the Payment Account for each payment gateway enabled on your instance and then save. We will be mapping Stripe [credit card] against “Undeposited Funds”.

Test Case 1:

Invoices can be paid by selecting different methods mapped in QuickBooks configuration.

1. First, select the due invoice you want to pay.

2. Click on 'Process Payment'.

3. Select payment method, we have selected payment type “ACH” (as shown in the screenshot).

4. The described income account for the payments can also be seen in the “QuickBooks Account” field.

5. Click on “Process Payment” and the invoice’s status will be changed from DUE to PAID. It will also show automatically synced in the QuickBooks.

6. All of the paid and due invoices can be seen synchronized in the QuickBooks module as well.

You can see in the picture in the QuickBooks account below the invoices we currently paid and the overdue ones.

You have successfully integrated QuickBooks with SubscriptionFlow.