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Integrating Quickbooks Online with Docket

Product Team
Updated

Docket's integration with Quickbooks Online is built to save you time and effort, freeing you up to focus on other areas of your business while keeping your financial operations running smoothly.

It helps keep your QBO records up to date, improve accuracy and efficiency by reducing manual input errors, and funnel key data to QBO for important business performance insights.

 

How It Works

Docket's integration with Quickbooks Online is built to help keep your QBO account aligned with all of the clients, invoices, and payments/refunds that are created or updated in Docket. It is primarily a one-way sync, where Docket is the source of truth for each of these data types.

This means that if you utilize Docket to create new customers, modify their information, and track activity for both invoices and payments, you can share this info to QBO via sync to update it there. If instead, you modify any of this information in QBO, it will not be synced back into Docket. For this reason, we recommend that you utilize Docket as the primary platform for each of these data types to avoid creating conflicts or duplicate records across the two systems.

 

Data Syncing Basics

  • Invoices: Synced to QB as a QB Invoice
  • Payments: Synced to QB as a QB Payment
  • Expenses: Synced to QB as a QB Expense
  • Refunds: Synced to QB as a Credit Memo (can be configured to sync as a Refund Receipt instead)

Data is synced from Docket to QBO manually using sync action buttons, which can be done on a per-record basis or using batch actions for a large number of records at once.

 

Enabling the integration

  1. Log into your Docket account
  2. Navigate to Account → Settings → Integrations
  3. Find the QuickBooks Online integration
  4. Click Connect 
  5. A small window will open that will allow you to log into Quickbooks Online. Enter your information and then click on Sign In.

Once you have completed the process of linking your account, you will be able to access the integration's configuration settings. We recommend you begin by clicking the Sync QB Settings button to copy as much information about your QBO configuration as possible into Docket.

 

Setup FAQs:

  • Do I need to update any of my QBO settings before integration?
    • No, your settings will be imported during the initial setup. If you change them at any time, you can use the Sync QB Settings button again to update them in Docket.
  • Which types of accounts in QBO can I sync with Docket?
    • QBO only allows accounts that are categorized with the type "Bank" or "Other Current Asset" to be synced with integrations like ours. If the accounts you have configured in QBO are not showing up in Docket, this is the most likely reason.
  • Can I import my customers from QBO into Docket?
    • Yes you can, but this is only enabled if you have not already added any customers to your Docket account. This limit is in place to avoid creating duplicate users or matching existing accounts incorrectly.
      • Note: If you have already created a customer, you can still perform a manual export of your customer info in QBO and bring it into Docket using our importer tool. You can also ask your implementation specialist to delete all clients from your account, then perform the customer sync.
  • What if I want to import my Docket customers into Quickbooks?

    • You can share you Docket customer list with QBO. It will search QBO for the customer based on a matching service address first. If there is an exact address match found then the Docket customer will be matched with the same customer in QBO. If there are multiple matches for the service address, then customer email and name are used as secondary matching criteria to link the Docket customer with a QBO customer. If no match can be found using these three types of customer data, a new customer in QBO will be created.

  • Does the integration import my existing QBO invoices and payments?
    • No, invoices and payments will only be synced on a go-forward basis, and only from Docket to QBO. This is done to ensure that you do not incorrectly create open invoice/payment records or clutter your system with duplicate information. 

 

Explanation of Quickbooks Integration Settings

To configure your integration settings at any time, navigate to Account → Settings → Company → QuickBooks Settings -OR- go to the Integrations area of your Settings and click the Edit Settings button on the Quickbooks Online integration.

 

Setting Description
Create sub-customers for service addresses
  • On - Service Addresses will be created as sub customers in QB, and Invoices will get created under the sub customers
  • Off - Service Address will not export to QB, and all Invoices will be associated with the Customer profile
Add Customer name to newly create sub customers
  • On - The sub customer name will be formatted as "Name - Street Address"
  • Off - The sub customer name will only include the Street Address
Add a prefix for all invoices going into Quickbooks This allows you to set a prefix on QB invoices. So if you use the prefix "D", your invoice would be numbered as "D1234" instead of just "1234".
    • Note: This is useful to avoid duplicate invoice numbers in QB, and so that you can easily tell which invoices were created in Docket.
Map Refunds to Account Use this to select the General Ledger account that should be used in QB when a refund is created
    • Note: When the refund is a credit memo - that credit memo does get applied to the QB Payment.
Generate refund receipts
  • On - Refunds automatically get created as refund receipts instead of credit memos.
  • Off - Refunds get created as credit memos.
    • Notes:
      • A refund receipt is a balance adjustment on the account and journal transaction, which basically wipes out the money altogether.
      • Note: You will have the option to create refunds as a credit memo or refund receipt at the time of refund creation as well.
Map Payments to Account This is the account that payment records will be mapped to. Typically, it is recommended to map payments to "Undeposited Funds" or directly to a bank account.
Set QBO Tax Account This setting was created to abide by Canadian tax codes, but most users will simply leave this empty.
Ignore Third Party Payments If you collect payments outside of Docket and input them directly into QBO, then you may consider turning this setting On if you mark those payments with the type "Third Party Processor" in Docket. If you enter all payments into Docket, then we recommend leaving this setting turned Off.
Map Custom Fields On Docket Invoices we have two custom fields:
  • Purchase Order
  • Project Name
If you want these to export to the QB then you need to map them to the correct field on your QB Invoices. Otherwise, both mappings can be left empty.
Map product names For Docket Products, you have 3 options on how those will export to QB on invoices:
  • Option 1: If the name of a Billing Template/Pricing Matrix Service is an exact match to a QB Service, then the Docket Billing Template/Pricing Matrix name that is used on Invoices will automatically map to the matching QB Service once the Invoice is exported to QBO.
  • Option 2: If you do not map the Docket product to an existing QB service using this setting, then the product will show up with the generic “Services” name on your QB Invoices.
  • Option 3: Use the provided formatting example to create one-to-one mappings for your products between QB and Docket. This is useful if you have different names for the same products in each system.
Map Default QBO Class to Line Items You can choose to map every product (QB services) on Invoice items to a single class. You cannot change this class at the invoice level. This single class will be used for all products on all invoices.
Map default QBO Department/Location to invoice This is similar to the “Map Default QBO Class to Line Items” above. You can choose to map every product on your invoices to a single department/location. You cannot change this department/location at the invoice level. This single department/location will be used for all products on all invoices.
Map Tax Codes

This is very similar to the "Map product names" setting, but for tax codes. It helps the integration match tax codes in Docket to tax codes in QB. These tax codes can be imported from QB using the Sync QB Settings button. If you create a new tax code in Docket first, you will need to manually create it in QB in order for the integration to match these values.

 

  • Option 1: You do not map Docket Tax Code to a QB Tax Code
    • In QB, we will use the default tax entity which cannot be deleted.
  • Option 2: Use this setting to map your Docket tax codes to existing QB tax codes.
Note on taxes:
  • Docket does have an integration with Avalara, which can update tax codes for you.
  • The tax amount that is calculated in Docket will be force exported to QBO and will overwrite QB’s attempt to auto-calculate tax.
    • On invoices, QB will state that the tax was calculated “based on location” but the actual tax amount will always match what is in Docket. So, if a QB tax code rate wasn’t updated, then this ensures that the correct tax code rate from Docket is used.

 

 

Other FAQs

  • Does the integration support Quickbooks Online for Canadian users as well as USA?
    • Yes, we can integrate with Canadian QBO accounts in addition to US QB accounts. Canadian users can even set the QBO Tax Account to ensure they abide by Canadian tax codes.
  • Can multiple Docket accounts be linked to the same QBO account?
    • Yes, this is technically possible. In these scenarios, we recommend that you use a different Invoice prefix setting in each Docket account that you integrate so that you can quickly identify invoices originating from each Docket account separately.
  • Once I am integrated, can I disable the integration without messing up QBO?
    • Yes, you can disable the integration at any time and no records will be synced moving forward from that point in time. Please note that if you reactivate the integration later, it will again function on a go-forward basis. This means any updates that occurred during the unlinked period will need to be manually synced. This can be accomplished using batch actions in Docket.
    • Also, if you encounter any issues with singular invoices, payments, or refunds, you may choose to unlink them individually to prevent further updates to that particular record in QBO. Existing activity will be synced, but you can then modify it in QBO without Docket overwriting the change.
  • Can I use this integration with Quickbooks Desktop?
    • Unfortunately, this integration does not support Quickbooks Desktop (QBD) due to the differences in information syncing behaviors between QBD and QBO.

 

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