Integrating with QuickBooks Online

There is a 1:1 connection between each Re-Leased company and the corresponding QuickBooks Online company. Once a Re-Leased company has been connected to a QuickBooks Online company, it cannot be re-connected to any other QuickBooks Online company.


Prior to connecting

Set up your QuickBooks Online account, you will need:

  • Tax types;
  • Chart of accounts
  • Products/services
  • Classes at the line item level in QuickBooks Online to track properties (available on Plus & Advanced QuickBooks Online plans)
  • Custom transaction numbers turned OFF in QuickBooks Online (Account & settings > Sales)


Connecting 

1. On the settings page, select the company to sync with QuickBooks Online from the drop-down in the top left.

 Scroll down and select Manage Add-ons and Integrations




Your QuickBooks Online status box will show that you are not Enabled. 

Select the QuickBooks Online icon to get started.


2. Connect to QuickBooks


3. Continue and Connect to QuickBooks


4. Sign in to your QuickBooks Online account


5. Select the QuickBooks Online company you want to sync with Re-Leased and then Next


6. Specify sync from date, only invoices that are dated on or after the date entered will be synced with QuickBooks Online. If you edit an invoice that is dated prior to the sync date after connection it will sync with QuickBooks OnlineNB: Date selected can't be prior to 2018.


7. Tax Type Reconciliation

If you have Tax Types in Re-Leased that are not in QuickBooks Online, you will need to reconcile them.

You will have two options:

  1. Archive the Rate: 
    • If you select to Archive the rate it will not be available for use in the future. Existing invoices will continue to show the rate but it cannot be selected for new invoices. If you Archive, you must check the confirmation box to confirm you have agreed to archive the rate(s).
    • If a rate is associated to an invoice or credit note that is paid or voided you must match it to a rate from QuickBooks Online
  2. Replace with a QuickBooks Online rate: 
    • You can replace the Re-Leased rate with a rate from QuickBooks Online. Use the drop-down to see the available list of rates you can select.

Notes: 

  • A QuickBooks Online rate can only be used once. If you select more than one Re-Leased rate to be replaced with the same QuickBooks Online rate, you'll see a validation message to resolve this issue.
  • Group tax rates from QuickBooks Online can't be matched to rates in Re-Leased, only exception is if the QuickBooks Online company had previously been connected to the Re-Leased company with group tax rates and was disconnected then reconnected.



8. Account Reconciliation

If you have Accounts in Re-Leased that are not in QuickBooks Online, you will need to reconcile them.

You will have two options:

  1. Archive the Account: 
    • If you select to Archive the Account it will not be available for use in the future. Existing invoices will continue to show the account but it cannot be selected for new invoices. If you Archive, you must check the confirmation box to confirm you have agreed to archive the account(s).
    • If an account is associated with an invoice or credit note that is paid or voided you must match it to an account from QuickBooks Online
  2. Replace with a QuickBooks Online Account: 
    • You can replace the Re-Leased account with an account from QuickBooks Online. Use the drop-down to see the available list of accounts you can select. 

Note: A QuickBooks Online account can only be used once. If you select more than one Re-Leased account to be replaced with the same QuickBooks Online account, you'll see a validation message to resolve this issue.



9. Tracking Reconciliation

If you have Tracking Options in Re-Leased that are not in QuickBooks Online, you will need to reconcile them.

You will have two options:

  1. Archive the Tracking Option: 
    • If you select to Archive the tracking option it will not be available for use in the future. Existing invoices will continue to show the tracking option but it cannot be selected for new invoices. If you Archive, you must check the confirmation box to confirm you have agreed to archive the tracking option(s).
    • If a tracking option is associated to an invoice or credit note that is paid or voided you must match it to a class from QuickBooks Online
  2. Replace with a QuickBooks Online class: 
    • You can replace the Re-Leased tracking option with a class from QuickBooks Online. Use the drop-down to see the available list of classes you can select. 

Note: A QuickBooks Online class can only be used once. If you select more than one Re-Leased tracking option to be replaced with the same QuickBooks Online class, you'll see a validation message to resolve this issue.


10. You're now connected and can trigger your first sync with QuickBooks Online by selecting Sync all data. 

This is may take some time depending on how much data has to be copied between Re-Leased and QuickBooks Online but you can continue to work while this continues in the background.



Once the integration is complete the spinning circle in the header will be replaced with a blue flag.