QuickBooks Online - Integration Setup Guide

Note
TradeGecko does not sync with QuickBooks's Inventory Management feature. Therefore your products in TradeGecko will not be synced with your products on QuickBooks. Changes and updates to products on either end will NOT be reflected on the other. When a payment is created on QuickBooks, this will not sync to TradeGecko and mark the order as paid.

To find out more about what syncs and what doesn't from TradeGecko to QuickBooks, read this article

Before connecting QuickBooks to TradeGecko you will need to make sure certain accounts exist in your account with QuickBooks. These accounts are necessary for TradeGecko to push data into the right accounts.

Step 1: Creating your Ledger Accounts In QuickBooks

To create accounts in QuickBooks click on Chart of Accounts on the left side of your QuickBooks Account page.

We recommend that for each account Category Type you fill in the field for Detail Type as well. We’ll provide you with some suggestions for each category but please check with your accountant if these details best suit your business. If these accounts (or similar) already exist in your QuickBooks account, please choose to use the accounts most suitable for your business. 

Account Category Detail Type Remarks
Income Sales of Product Income This will be your Sales account. 
Bank or Credit Card Cash on Hand/ Credit card This will be your Payments account. Depending on how you wish to receive payment, select Bank or Credit Card. If you wish to receive payment in cash choose Bank> Cash on Hand. If you choose to set up your Credit Card instead of Bank, be sure to set your currency to match your default currency on your TradeGecko account.
Expenses Supplies & Materials This will be your Purchases account. 
Cost of Goods Sold Supplies & Materials This will be your Cost of Goods Sold account. 
Other Assets Inventory This will be your Stock on Hand account.  

Creating your Sales Tax

If you have not set up your Sales Tax in QuickBooks, it is vital that you do so before integrating with TradeGecko. 

Click on the Sales Tax tab on the left side of your QuickBooks account. Click on ‘New Tax’ to create a new Tax Record.

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Step 2: Connect QuickBooks to TradeGecko

Now that you have your accounts set up you are ready to connect your TradeGecko system with QuickBooks. Go to your TradeGecko account > Settings > Apps. Select the QuickBooks application, read through the details and Install QuickBooks.

You will be directed to an authorisation page such as the one below. Authorise Intuit to securely share your data to TradeGecko. Once the data has been imported you will be directed to an overview page.

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Next, connect the account ledgers you have created earlier to TradeGecko. 

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Connect field ‘Sales’ with the drop down option labelled Income or Sales from your QBO account.
Connect the field ‘Payments’ with the account for EITHER your Bank OR Credit Card.
Connect the field ‘Purchases’ with your Purchases Account from the dropdown options.
Connect the field for Stock on Hand to Inventory Asset.
Connect the field ‘Cost of Goods Sold’ with the account for Cost of Goods Sold.
Connect the field for Stock Purchases with the account for Purchases.

Once you have completed setting up your ledger accounts you will need to set up your payment methods.

Payment methods allows you to decide which ledgers the payments made to their invoices are pushed to, on your QuickBooks account.

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TradeGecko has four types of Payment Methods by default: Cash, Credit Card, Paypal, and Bank Transfer. You can sync your payments with different ledger accounts on QuickBooks. From the dropdown fields provided, link a payment method to a specific ledger account. Find out how to set up more payment methods

Note
In order to use this feature you must minimally link your Default Payment Method to a Ledger Account. If you choose not to link each Payment Method to a Ledger Account, the default method that will be assigned to all your accounts will be Cash.

Next, set up your tax types.

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If you are setting up your TradeGecko account for the first time and you do not have your tax set up you can import it directly from your QuickBooks account with these quick steps:

Go to Tax Types. If you have your tax types set up in QuickBooks you can import them and they will be automatically linked.

Once you've finished setting up your Tax Types, click on Next Steps and you're done!

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Once you have completed the setup process you will get a successful integration notification within TradeGecko. You can also double check the setup is correct by going to Settings> Applications and checking that the QuickBooks application is showing that it is connected.

Once QuickBooks is connected to TradeGecko your invoices will automatically be pushed over to QuickBooks from TradeGecko.

TradeGecko also creates relationships in QuickBooks and separates the relationship into customer and supplier. To understand what syncs and what does not from TradeGecko to QuickBooks, learn more from this article. 

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