QuickBooks offers on-the-go, easy, and efficient accounting applications for small to medium-sized businesses. 

Unleashed can integrate with QuickBooks, allowing information to flow seamlessly to provide your business with real-time information on transactions such as:

  • receivables
  • payables
  • credits, and
  • stock journals 

 

All QuickBooks Users should use QuickBooks Essentials version or higher for this integration. Note that QuickBooks may make changes that are unknown to Unleashed. 

 

 

Important notice

Please note the following points before proceeding: 

US Users

  • Unleashed requires at least one purchase tax to be selected. In QuickBooks, there is no purchase tax option. Therefore, as a work-around, there is a "No tax" option that is created behind the scenes.

  • All transactions sent to QuickBooks are in US dollars (USD). As such, all non-USD transactions are converted to USD using the exchange rates defined in Unleashed's Settings menu; Settings | Systems | Currency Rates. 

  • See How to Setup SalesTax Rates in QuickBooks Online before beginning the integration.

All regions

  • We do not currently support exporting of products. Instead of using the products inside QuickBooks, Unleashed sends the product information through in the details of each transaction line. 
  • After you have imported your stock, you must have the Stock On Hand amount in QuickBooks equal to the Stock On Hand value in Unleashed. Ensure you have this implemented before you start performing transactions in Unleashed.
  • Customer and Supplier Names in Unleashed cannot be the same if you want them exported to QuickBooks as this is not permitted.
  • You can only integrate your Unleashed account with one QuickBooks account. Once you are integrated you cannot connect to a different account.
  • Unleashed does not keep track of the changes made inside QuickBooks. For example, if you change transactions in QuickBooks, then these changes will not be synced to Unleashed.
  • Unleashed only shows the final tax total, as those transactions export from Unleashed to QuickBooks, QuickBooks then breaks down the tax amount into the related tax rates.

Unleashed and QuickBooks Online video


Why integrate with Unleashed?


The purpose of integrating Unleashed to QuickBooks is to provide a complete sales, inventory and accounting solution.

What is QuickBooks?

QuickBooks is a set of software solutions designed to manage payroll, sales and other accounting needs of a small business. 

Benefits of integration

Users can use Unleashed to manage their inventory and have all the updates made automatically sync with QuickBooks. For example, when you sell a product, Unleashed updates the stock on hand for that product and sends the information to QuickBooks for accounting purposes, allowing you to have a fully integrated inventory and accounting management system.

What happens when QuickBooks is integrated with Unleashed?

  • Your QuickBooks accounts are linked to Unleashed.
  • You can optionally export all your customers, suppliers and business transactions (sales, purchases, supplier returns, credits, customers, suppliers) and adjustment journals in real time.
  • Import all your customer and suppliers and sync them instantly.

Unleashed/QuickBooks integration diagram

The following diagram illustrates what Unleashed data can be exported after the integration is configured.

 


The integration flow


What information is shared between QuickBooks and Unleashed?

Import from QuickBooks to Unleashed:

  • Taxes
  • Chart of Accounts

You can also re-import customers and suppliers if required. For example, if a tax rate has been changed or you have added a new account, then you have the option to re-import. When the data is re-imported, you can import new data based on their display name. So, if the display name of a customer has changed in QuickBooks, it will import as a new customer in Unleashed.

Users can manually import customers, suppliers, and products.


Export from Unleashed to QuickBooks


Users can select what is exported on the configuration page:

  • Customers
  • Suppliers
  • Sales Invoices
  • Purchase Orders
  • Journals (Shipment, Adjustment, Sales, Credit)
  • Customer Credits
  • Supplier Returns

We do not currently support exporting of products. Each time we want to mention a product, we create a Sales product that contains basic information such as price, but has no additional details. 

Integration flow descriptions

  • All changes made to Customers and Suppliers automatically export to QuickBooks. Only Supplier Returns, Sales, Purchases and Credits with status Completed are exported. 
  • In terms of formats, there is no valid information mapping required when transferring data between systems. However note that Customers, Suppliers and Employees cannot have the same Display Name in QuickBooks or Supplier, Customer codes in Unleashed.

When you are integrated with QuickBooks you cannot specify a sales account on a product in Unleashed. This is because the sales accounts cannot be specified when creating the sales through the API in QuickBooks.


The integration setup


It is important that you perform your integration configuration in the following order;

  1. Access the Integration page.
  2. Go to the Overview page and install QuickBooks, if you have not already done so.
  3. Go to Configuration tab and select what account should be used when exporting sales, purchases and journals. You can also configure what is exported to QuickBooks.
  4. Go to the Manage your Data tab and import or re-import your customers, suppliers and products (without updating the existing ones) and re-import taxes and chart of accounts (updating the existing ones, or removing records in Unleashed, if they were removed in QuickBooks).
  5. Review Connection Log, if required.

How to Connect to QuickBooks tutorial




Accessing the integration page

You can access the integration store via the Integration | Integration Store menu.

  1. From the Integration Store page, you can setup and configure your integration.
  2. By hovering your mouse over the QuickBooks icon, a Configure button pops up.
  3. Click Configure to start the integration configuration. The QuickBooks Overview page will then appear.
  4. From this page, you can learn all about the QuickBooks integration, and the inline-help will guide you through the integration process.

QuickBooks overview tab

The QuickBooks overview tab describes:

  • what the QuickBooks application is, and
  • what happens when QuickBooks is integrated with Unleashed.

The aim is to ensure users have all the available information to ensure a seamless integration.

Install the application

If you have not installed the application, click on the Install App button available on this page. It will guide you through installing a QuickBooks account.

Actions you can perform

From this page,

  • users can turn the integration sync on or off by using the switch on the top right, and
  • select the More Apps button to go back to the configuration page at the top of the page.


QuickBooks Configuration tab


Activating the configuration settings

  1. Click the configuration settings to the right of the screen to activate the setting.
  2. When you are happy with your configuration settings, press Save configuration.

Link your QuickBooks accounts to Unleashed

Cost of Goods Account: The Cost of Goods Sold Account selection should be your cost of goods sold account in your QuickBooks Sales and Expense. All shipment journals sent to QuickBooks will be coded to Cost of Goods account and the Stock on Hand account.

Stock On Hand Account: The Stock On Hand Account selection should be your stock on hand account in your QuickBooks Current Assets. All purchases and journals sent from Unleashed will be coded to this account.

All the configuration settings should be checked to enable each interface to flow real-time to QuickBooks (you can un-check them if that information is not needed). After you have imported your stock, you must have the Stock On Hand amount in QuickBooks equal to the Stock On Hand value in Unleashed. Ensure you have this fully implemented before you start performing transactions in Unleashed. The final tax amount will be shown in Unleashed when it is exported to QuickBooks.

Sync your QuickBooks taxes to Unleashed

This section allows you to setup your QuickBooks taxes; taxes in QuickBooks need to be mapped to taxes in Unleashed. The easiest way to do this is automatically or you can do it manually by using the tax drop-down menus.

AUTO SYNC TAX CODES: You have the option to automatically sync tax codes. 

Let me manually do this: When this link is selected, it takes you to the Taxes setup page in Unleashed, where you can have more control on your tax settings.

What exports to QuickBooks?

Export Sales: When selected, all your sales (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks .
Export purchase: When selected, all your purchases (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks .
Export supplier return: When selected, all your supplier returns from the beginning of time are exported to QuickBooks.
Export credit: When selected, all your credits (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks.
Export customers: When selected, all your sales customers from the beginning of time are exported to QuickBooks. The Display Name attribute in QuickBooks must be unique for all customers.
Export suppliers: When selected, all suppliers (Suppliers, Supplier Returns) data is exported into QuickBooks in real time. The Display Name attribute in QuickBooks must be unique for all suppliers.
Export credit journal: When selected, credit journal data (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks in real time.
Export adjustment journal: When selected, adjustment journal data (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks.
Export shipment journal:  When selected, shipment journal data (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks in real time.


Manage your Data tab


Import all QuickBooks customers and suppliers in just one click

Import customers
When selected, this action copies any new Customer contacts from QuickBooks and imports them into your Unleashed account.
Import suppliers
When selected, this action copies any new Supplier contacts from QuickBooks and imports them into your Unleashed account.
Import products
When selected, this action copies any new Products from QuickBooks and imports them into your Unleashed account.
Import Taxes
When selected, this option synchronizes taxes from QuickBooks to Unleashed. All these taxes are combined to calculate effective tax rates. These effective tax rates are then applied to your transactions (which include; purchase orders, sales orders, customer credits and supplier returns) to calculate the tax amount. As those transactions export from Unleashed to QuickBooks, Unleashed breaks down the tax amount into the related tax rates.

Example
Tax is made into two different taxes: 

  1. 20% on Amount
  2. 5% on Amount + Tax

The effective tax rate is 26%

In Unleashed we apply 26% tax to transactions; for $100 the tax amount is $26.

When exported to QuickBooks, the tax is:

  • 20% on $100 = $20
  • 5%   on $120 = $6

Total tax: $26

When you click the Sync Now switch, be aware that sync times may take longer than expected. If syncing errors persist, contact Unleashed Support

Import Accounts
When selected, this option synchronizes chart of accounts from QuickBooks to Unleashed.


Export Data tab


The QuickBooks Export tab shows the status of items exported to QuickBooks.

Code: This search filter searches for specified transaction codes such as sales, purchase orders, journals or anything that has been exported.
Types: You can filter the results for:



  • Assembly Costs
  • Credit Journals
  • Customer Credits
  • Customer
  • Purchases
  • Purchase Costs
  • Sales Invoices
  • Shipment Journals
  • Stock Adjustment Journals
  • Stock Take Journals
  • Suppliers
  • Supplier Returns
  • Supplier Return Journals
  • Supplier Return Costs

Exports: This drop-down menu option is a filter used to select what export status you want to display on grid.

Header data display

Total Count: Displays the total number of exports.
Total Balance: Displays the total balance of the exports that have been exported, the amount displayed are in base currency.
Total Variance: Displays the difference (variance) between the total balance and the exported total. It is the difference between what has been exported from Unleashed and received from QuickBooks.
Variance Count: Displays the value of the variance in base currency.
Exported Total: Displays the total that has been exported.

Column Descriptions

Tick box: When a tick box or all tick boxes are selected, the Batch actions menu appears. From this menu, you can select Ignore or Re-export.
Type: Displays the different export types.
Code: Displays the code for the specified export. You can click on the hyperlink available to view in detail.
Exported date: Displays the date of the specified export was exported.
Total: Displays the total cost amount in base currency.
Exported Total: This displays the total amount received from QuickBooks.
Variance: This is the difference between the total and exported total.
Message: Displays if the specified export has been successful. Smiley face for successful, sad face for unsuccessful.
Status: Displays the outcome of the export, was it successful (happy)or unsuccessful (sad face).
Actions (...): Column that contains the following action options that you can perform at line level;

  • Ignore: Provides you with the option of hide line items from the grid. You can only see ignore ones if you filter the export grid.
  • Re-export: If selected, it will automate the action to re-export the specified line.

Filtering your exports

  1. Select the filters from the top of the page that you want to apply.
    This includes:
  • Date From: It allows you to select the date you want to filter your exports from.
  • Date To: It allows you to select the date you want to filter your exports to. 
  • Type: This filter is used to select what type of export data you want filtered. For example, if you want to see all the exported Credit Journals.
  • Exports: Filter used to select what export status you want to display on grid filtered. For example, you want to see all of the export statuses so you select All Exports.
  1. After you have set your filter requirements, the Export data page displays the set data according to your settings.

Resending your exports

On this page you can resend exports (both failed and successful exports) either;

  • individually, or
  • in bulk (batch)

How to resend individual exports

  1. Select the export line you want to re-export
  2. From the actions selector, select Re-export.

How to resend batch exports

You can easily batch send your exports. To do so,

  1. Multi-select the select column to select all available export lines.
  2. From the Batch actions selector,  select Re-export.


Viewing the Connection Log


The Connection Log provides a list of every single action that has occurred during the integration process and the log screen can therefore be used to determine any issues that may occur, inclusive of validation errors or other possible faults. The log will keep the last 7 days of activity.

Log levels

You can select the following log levels: 

  • ALL: Displays all logs.
  • INFO: Displays general log information, such as products details being transferred.
  • ERROR: Displays error type logs.


QuickBooks Workflow tutorial




How QuickBooks and Unleashed will work together


Once the integration is complete:

  • Your QuickBooks accounts are linked to Unleashed.
  • You can import all customer and supplier data and sync them instantly.
  • (optional) You can export all customers, suppliers and business transactions (sales, purchases, supplier returns, credits, customers, suppliers) and adjustment journals in real time.

Summary of transactions between Unleashed and QuickBooks

The following is a list of transactions that can be made in Unleashed once the integration is completed. It highlights what happens in QuickBooks when a transaction is made in Unleashed. The transactions are based on what is conveyed within the Unleashed menus.

Transactions in Unleashed What happens in QuickBooks?
Purchases  
Purchase Order Completing a purchase order in Unleashed will create a Bill in QuickBooks for the related supplier.
Supplier Adding a supplier inside Unleashed will also add the supplier in QuickBooks. It also covers; Notes, contact name, phone number, mobile number, fax number, email, website and address. The DDI number is mapped to "the other" field inside QuickBooks.
Supplier Return Once the Supplier Return is completed, it is synced to QuickBooks. You can find it under the Supplier Credit in QuickBooks.
Inventory  
Stock Adjustments Matching values and accounts in QuickBooks. After we finish a Stock Adjustment, a Stock Adjustment journal is synced to QuickBooks.
Stock Revaluation Same as Stock Adjustments, a journal is synced to QuickBooks. All the journals can be found under the Journal Entry page in QuickBooks.
Stock take Adjustments After you complete the stock take transaction, a journal should be synced to QuickBooks.
Sales  
Customers This also adds a customer into QuickBooks.
Credits A credit memo is created in QuickBooks and if the return box is ticked a credit journal is also created.
Sales
Shipment
Sales journal inside of QuickBooks.
Sales Invoice An invoice will be created inside QuickBooks. This invoice can be seen under Customer tab.
   

Supplier name and customer name cannot be duplicated.
Furthermore, a user cannot change their QuickBooks account once they are connected to Unleashed and only one account can be connected. Unleashed does not keep track of the changes made within your QuickBooks account. For example, if you change data settings in QuickBooks, then these changes will not be synced to Unleashed.

The Unleashed Production module is not applicable to accounting provider functions and features.

Field validation mappings

Customers & Suppliers

Unleashed QuickBooks
Customer Name or Supplier Name Company Name
First Name First Name
Last Name Last Name
Email Address Email
Phone Number Phone
Fax Number Fax
Mobile Number  Mobile
Postal and Physical Address Billing and Shipping Address

 

Credit

Unleashed QuickBooks
Customer Name Company
Credit Date Adjustment Note Date
Invoice Number Memo
Customer Currency (Usually specified in total)
Sub Total  Subtotal
Tax Total Includes GST
Product Description Description
Qty QTY
Price Rate
Sub Total Subtotal
Tax Rate GST

Supplier Returns

Unleashed QBO
Return Date Expense date
Supplier Return Number Ref no.
Currency Code (Usually specified in totals)
Sub Total Subtotal
Tax Total GST
Total Total
Product Description Description
Sub Total Subtotal

 

Purchases

Unleased QuickBooks
Order Date Bill Date
Currency Code (Usually specified in totals)
Sub Total Subtotal
Tax Total GST
Total Total
Product Description Description
Price Amount (on "Account details")
Line Total Amount (on "Item details" same as QTY)

Sales Invoices

Unleashed QuickBooks
Customer Code Customer  (drop-down menu)
Order date
Complete date is calculated based on the Supplier's payments.
Invoice Date
Comments (comments field) Message displayed on invoice (comments field)
Currency Code (Usually specified in totals)
Product Description Description
Sub Total Subtotal
Tax Total GST
Total Total
Quantity QTY
Price Rate
Line Total Amount
Tax Rate GST
Discount Discount (drop-down menu)

 

About QuickBooks deposits & prepayments

If you pay for something in advance of receiving it — whether it is the full amount or a deposit— you may want to record this in your accounting and inventory system. If you have paid for something in advance, the transaction shows up on your bank statement. Using this transaction, you can create a prepayment which means it can then be reconciled (you can create the prepayment transaction without the entry on your bank statement as well). This means if any deposits are made regardless of whether it is you paying or receiving it, you can reconcile it to a prepayment transaction in QuickBooks. When the Sale or Purchase invoice is then sent to QuickBooks from Unleashed, you can match it up to the prepayment.

Process of handling deposits/prepayment

For sales invoices

  1. Create a Sales Invoice in Unleashed for a customer.
  2. Receive a 50% deposit from the customer before sending the goods.
  3. Record the Prepayment in your accounting provider and reconcile it to the 50% deposit.
  4. When sending the goods to the customer, complete the invoice in Unleashed.
  5. Match the Prepayment in your accounting provider to the newly created Accounts Receivable Invoice (from Unleashed).

For purchase orders

  1. Create and send a purchase order from Unleashed.
  2. Pay a 50% deposit to the supplier before receiving the goods.
  3. Record the Prepayment in your accounting provider, and reconcile it to the 50% deposit.
  4. When receiving the physical order, receipt it in Unleashed.
  5. Match the Prepayment in your accounting provider to the newly created Accounts Payable Invoice (from Unleashed).

For Prepayments for Customers

See QuickBooks customer task down payment.

For Supplier Deposits

If you use accrual-based accounting, use these procedures to:


If you use cash-basis accounting, use a check to record the deposit, assigning an expense account for the deposit.

Give the supplier a deposit

  1. Create a check to enter a payment to your supplier.
  2. Enter all the information as you would a regular check.
  3. For Account, enter the name of an account to track the deposit. When you create the account, make it an:
    • Other current asset account
    • Other current asset detail type

Record when you get the deposit back

Transfer the money

  • From your account where you track the deposit.

  • To your bank account where you put the money.

If some of the money is withheld, create a journal entry:

  • Debit the account where you track the deposit.

  • Credit the expense account for the purpose of the money withheld.

For more information, refer to support.qbo.intuit.com.