QuickBooks Online Integration Setup

Meet the dream team of business management: Roopairs x QuickBooks Online Integration

Roopairs amps up your daily operations, while QuickBooks Online tackles the accounting side of things. And here's the best part — they work together in real time!

No more worrying about double-checking or redundant data entry. Whether it's Client info, Invoices, Pricebook Items, or Payments, this dynamic duo keeps everything synced up and accurate on the fly. It's seamless, efficient, and seriously game-changing for your business!

Connecting & Enabling the QBO Integration

Connecting your QuickBooks Online account with Roopairs is a breeze. Follow these step-by-step instructions to connect and enable your accounts:

To manage integrations you will need admin privileges. If you don’t have sufficient permissions, reach out to an admin in your organization.

  1. First, navigate to the 'Settings' page by clicking on your avatar on the top left of the page, and selecting settings.

  2. Under the 'Accounting' tab, select 'API Deck' to be redirected to your 'Integration Vault' where you will select 'QuickBooks'.

  3. Next, click 'Connect to QuickBooks', and you will be redirected to login to your QuickBooks account.

  4. Once logged in, select the company you would like to connect to Roopairs and click 'Next'.

  5. Next, you will be redirected to a QuickBooks consent page for granting access to our platform. After reading, click 'Connect'.

  6. 🎊 Tada! Your QuickBooks account is now connect with Roopairs. After a short survey from QuickBooks you'll be redirected back to our platform to begin configuring the integration.

Configuring the QBO Integration

To ensure seamless and accurate synchronization between Roopairs and QuickBooks Online, it's essential to correctly configure your Chart of Accounts. Follow these step-by-step instructions to link your accounts:

  1. Service Revenue (Income) Account

    Choose the account where you categorize service revenue. Roopairs will credit this account with the amount for each service line item.

    Example: Service Revenue

  2. Parts & Materials Revenue (Income) Account

    Select the account designated for part revenue. Roopairs will credit this account with the amount for each part line item.

    Example: Parts & Materials Revenue

  3. Other Revenue (Income) Account

    Choose the account used for miscellaneous charge revenue. Roopairs will credit this account with the amount for each miscellaneous line item.

    Example: Other Revenue

  4. Discount Revenue (Income) Account

    Select the account where you categorize discounts. Roopairs will debit this account with the amount for each discount line item.

    Example: Discount Revenue

  5. Cost of Goods Sold (COGS) Account

    Choose the account for inventory purchases, representing the cost of goods sold. Your accounting software will use this account when generating parts orders for inventory items.

    Example: Cost of Goods Sold

  6. Inventory Assets (Other Current Assets) Account

    Select the account designated for inventory assets. As you account for purchased inventory in QuickBooks, your software will credit this account accordingly.

    Example: Inventory Assets

  7. Undeposited Funds (Other Current Assets) Account

    Choose the account used to categorize invoice payments. Payments synced by Roopairs will be deposited into this account by QuickBooks.

    Example: Undeposited Funds

If you don't see any accounts listed in the select boxes, it means you'll need to set up or tweak your accounts in QuickBooks. No worries, though! Just shoot us an email at support@roopairs.com, and we'll help you get everything sorted out!

Testing the QBO Integration

After you have configured the accounts, we recommend to creating test items (Client, Location, Pricebook Items, Invoice, and Payment) to ensure everything is syncing over as expected. Follow these step-by-step instructions to test the sync between your accounts:

Before proceeding with testing, could you please send a brief message to our support team requesting to "bootstrap your Pricebook items"?

You might be wondering, "What does that mean?" Simply put, it's a way of saying, "Hey Roopairs, activate our integration!".

  1. Create a 'Client' in Roopairs.

    Once created, head over to QBO and check if that new 'Client' synced over to as a QBO 'Customer'.

  2. If successful, next create a 'Client Location' in Roopairs.

    Once created, head over to QBO and check if that new 'Client Location' synced over as a QBO 'Sub-Customer'.

  3. If successful, next create four 'Pricebook Items' in Roopairs (Service, Part, Misc, Discount).

    Once created, head over to QBO and check if those new 'Pricebook Items' synced over as a QBO 'Items'.

  4. If successful, next create a 'Invoice' in Roopairs using the 'Client Location' and four 'Pricebook Items'.

    Once created, head over to QBO and check if that new 'Invoice' synced over as a QBO 'Invoice'.

  5. If successful, next add a 'Invoice Payment' in Roopairs.

    Once created, head over to QBO and check if that new 'Invoice Payment' synced over as a QBO 'Payment'.

If all the test data appears correctly in QuickBooks Online, the Roopairs and QuickBooks Online integration is working as expected 🎉.

If any issues arise when going through any of the five recommended tests, Just shoot us an email at support@roopairs.com, and we'll help you get everything sorted out!

Disconnecting the QBO Integration

If at any time you would like to disconnect Roopairs from your QuickBooks Online account, you can do so in just a few clicks. Follow these step-by-step instructions to either turn off or completely remove the connection:

  1. First, navigate to the 'Settings' page by clicking on your avatar on the top left of the page, and selecting settings.

  2. Under the 'Accounting' tab, select 'Manage accounting integrations via APIDeck' to be redirected to your 'Integration Vault'.

  3. Next, select 'QuickBooks'.

  4. Finally, you will be presented with two options:

    — Delete Integration —

    This will remove the integration entirely from your Roopairs account, and all your configured settings will be lost.

    — Disable Integration —

    This will turn off the connection between Roopairs and QuickBooks. All of your integration settings will be intact, and you can re-enable the integration with a single click.

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