The QBO API sends an update to Re-Leased every five minutes.  Re-Leased sends updates to QBO at the same frequency. 


The Re-Leased user can push a sync from the Re-Leased settings menu to sync changes to and from QBO without waiting for the five-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

QBO controls the available tax types.

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

On the initial connection to QBO, 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 QBO 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

QBO controls the available Chart of Accounts.

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

On the initial connection to QBO, 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 QBO 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 QBO for Properties. When setting up classes in QBO, 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 QBO 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.


QBO 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 QBO for that property.

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


In QBO 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 QBO 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 QBO, and the Re-Leased tenancy file edited to connect to the correct version of the contacts.



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 QBO share all invoice transactions. Invoices entered in QBO 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 QBO will only be connected to the Contact in Re-Leased, and won’t be visible from the Tenancy file.


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


Invoice date conflicts occur if the QBO 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 QBO can never be linked to a rental period for reporting purposes.


Ensure QBO 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 QBO 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 QBO 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 QBOIf custom transaction numbers are turned on in QBO, any invoices raised in Re-Leased will not have an invoice number in QBO unless it is manually entered in QBO after it syncsMake sure custom transaction numbers are turned OFF in QBO.

Account & settings > Sales

Credit Notes

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