Connect your QuickBooks Online company once, and MSMEPulse sends it your invoices, credit notes and payments, with the clients on them. It runs every 30 minutes, or when you click Sync now.
QuickBooks is offered where your country has it. If your country offers more than one accounting system, choose QuickBooks under Your accounting system in Settings → Accounting first.
Connect
- Go to Settings → Accounting and click Connect QuickBooks. Only Admins can do this.
- Sign in to QuickBooks, choose your company, and click Connect. You need to be an admin of that QuickBooks company.
- You're brought back to MSMEPulse. Invoices issued from today are sent. To send earlier ones, open Sync settings and change Send invoices issued on or after.
To keep your invoice numbers, turn on Custom transaction numbers in QuickBooks (Settings → Account and settings → Sales). QuickBooks allows numbers of up to 21 characters.
Sync settings
Open Sync settings to check:
- Product or service: every invoice line is recorded against it, so the income goes to its account. We pick one called "Services" when you connect.
- Deposit payments to: the bank account payments go into. Leave it blank to use Undeposited Funds.
- Tax codes: which QuickBooks tax code each rate becomes. We match these when you connect, for example the standard rate to the code at the current rate.
What's sent
- Clients become QuickBooks customers. A customer with the same name is used if there is one; otherwise a new one is created.
- Invoices keep the same number as in MSMEPulse. Invoices in another currency carry their exchange rate (turn on multicurrency in QuickBooks first).
- Credit notes become credit memos, applied to their invoice.
- Payments are recorded against their invoice. QuickBooks has no TDS on payments, so only the amount received is sent.
Each item is sent once. A cancellation is sent as its credit note.
If something can't be sent
It's listed under Couldn't be sent, with the reason. It's tried again on each sync, up to 5 times, then waits for you to click Try all again. If the connection expires, click Reconnect: nothing is lost.
Disconnecting
Disconnect stops sending new items. Nothing already in QuickBooks is removed. Once disconnected, you can choose a different accounting system if your country offers one.