The QuickBooks Online API sends an update to Re-Leased every ten minutes.  Re-Leased sends updates to QuickBooks Online at the same frequency. 


The Re-Leased user can push a sync from the Re-Leased settings menu to sync changes to and from QuickBooks Online without waiting for the ten-minute sync.


Here is what you need to know about how the integration works:



Point of Integration

How it works

Where it could go wrong

Steps to correct

Tax Types

QuickBooks Online controls the available tax types.

If data entry is completed in Re-Leased prior to connection to QuickBooks Online we will load ‘placeholder’ tax types to allow the data to be entered.

On the initial connection to QuickBooks Online, if the tax type placeholders are archived, invoices will be revert to draft status in Re-Leased.  

It’s important to match these to the appropriate Tax Type from QuickBooks Online when establishing the first connection.

Edit the draft invoices and select the appropriate tax type.

Edit the tenant rent template so it picks up correct tax type going forward.

Chart of Accounts

QuickBooks Online controls the available Chart of Accounts.

If data entry is completed in Re-Leased prior to connection to QuickBooks Online we will load ‘placeholder’ COA’s to allow the data to be entered.

On the initial connection to QuickBooks Online, if the COA placeholders are archived, invoices will revert to draft status in Re-Leased.  

It’s important to match these to the appropriate COA from QuickBooks Online when establishing the first connection.

Edit the draft invoices and select appropriate COA.

Edit the tenant rent template so it picks up correct COA going forwards.

Tracking

Re-Leased utilises classes from QuickBooks Online for Properties. When setting up classes in QuickBooks Online, the name should be Property and should match to the property list in Re-Leased.  There is a 1:1 ratio of classes to properties.


Invoice transactions, with classes selected, are connected with the corresponding property in Re-Leased, this is used to calculate actuals and perform budget wash-ups.

The Tracking needs to be connected to work.  Once QuickBooks Online is connected the following needs to be done:

  1. In each property, go to Property Details on the left menu, and select the Tracking category option to match.

The user will be prompted to update invoices, this is only relevant if property tracking was already being used.


QuickBooks Online can be connected prior to data entry being completed, in which case the tracking can be selected during the data entry process.


When new properties are added, classes need to be added in QuickBooks Online for that property.

Classes are only available to QuickBooks Online users on the Plus or Advanced plans.


In QuickBooks Online under Account & settings > Advanced > Categories > Track classes must be turned ON and choose "one to each row in transaction" instead of "one to entire transaction"

Contacts

Re-Leased and QuickBooks Online share contact lists. Changes made in either system will update the other.

Duplicate contacts are created during the connection process if the data is not a perfect match.

Contacts can be renamed in QuickBooks Online, and the Re-Leased tenancy file edited to connect to the correct version of the contacts.


A contact in Re-Leased that is any type other than Creditor will sync to QuickBooks as a Customer. A contact set as a Creditor will sync to QuickBooks as a Vendor/Supplier

Once a contact syncs to QuickBooks as either a Customer or Vendor/Supplier, its type cannot be changed in Re-Leased. 

Customers or Vendors can be exported from QuickBooks, bulk archived and then re-imported in Quickbooks as the correct type.



If the Invoice contact for the tenancy is archived, the Re-Leased user will receive an error message by email.

The tenancy file needs to be updated to connect with the current contact.

Invoices

Re-Leased and QuickBooks Online share all invoice transactions. Invoices entered in QuickBooks Online with a class selected connect to the Related Property in Re-Leased.


The tenancy file will automatically generate rent and outgoings invoices when they are due.


All income from tenants needs to be entered into Re-Leased so that it will be correctly connected to the Tenancy record.

Income invoices loaded into QuickBooks Online will only be connected to the Contact in Re-Leased, and won’t be visible from the Tenancy file.


Repeating income invoices in QuickBooks Online should be stopped, to coincide with the start of billing from Re-Leased to avoid duplication.


Invoice date conflicts occur if the QuickBooks Online timezone does not match the Re-Leased timezone. 

If no payment has been applied, the invoice can be edited in Re-Leased to select a Related Tenancy.  


An invoice raised from QuickBooks Online can never be linked to a rental period for reporting purposes.


Ensure QuickBooks Online timezone is correct, please contact Re-Leased support if you need to check the timezone of your Re-Leased account.


Spend Money & Receive Money transactions entered in QuickBooks Online don’t sync with Re-Leased.

Cash coded transactions are not shared, only invoices.  This will mean the Profit and Loss and Budgets VS Actuals reports in Re-Leased will be missing those amounts which were cash coded.

If cash coding is used, the Profit and Loss from QuickBooks Online should be referred to when performing budget wash-ups to ensure correct figures are used.  For best reporting results, use Bills for all expenditure relating to any outgoings budgets.


Re-Leased uses invoice numbering from QuickBooks OnlineIf custom transaction numbers are turned on in QuickBooks Online, any invoices raised in Re-Leased will not have an invoice number in QuickBooks Online unless it is manually entered in QuickBooks Online after it syncsMake sure custom transaction numbers are turned OFF in QuickBooks Online.

Account & settings > Sales

Credit Notes

Re-Leased and QuickBooks Online share all credit notes. Credit notes for income from tenants should be raised in Re-Leased.