Company Exports to QuickBooks Online
Companies, invoices, and payments can be exported from the system directly into the system. Any changes made in the system will update in QBO, but most changes in QBO WILL NOT update in the system. Before you connect your account, you should make sure your company names match to your QBO names. The system will create new records in QBO for any company it can’t find in QBO.
Once your account is connected, make sure to update your export files to use the QuickBooks format. You need to make sure Company, Invoices, and Payments are all set to QuickBooks. This can be done by going to Settings > System Configurations - Data - Exports.
All new companies will be marked as exportable by default, but you can disable that setting if you prefer to export companies on a case-by-case basis. To disable the setting, change your system configuration 'Mark New Companies Created as Exportable' to no.
You can go to the company page to mark a company for export or mark the company as not exportable. Only mark a company as not exportable if you DO NOT want the company in QBO.
The system will create a new company in QBO and add the QBO ID to the company XREF field; this connects the two records. The system pushes over the following fields to QBO
Payment Terms
Billing Contact Name
Billing Contact Phone Number
Billing Contact email
Company Name
Company Address
Note
By default, company addresses from Ad Orbit will get set as the Billing Address in QBO. If you need the company address to be set as both the Billing Address and the Shipping To Address in QBO for tax purposes, please contact our support team to turn on that setting.
When you make a change to the company in the system, those changes will also be made in QBO. For example, when the billing contact is updated on the company, the system will set the company to export and push over the new billing contact information to QBO.
Warning
CHANGES IN QBO INFORMATION WILL NOT COME BACK FROM QBO TO THE SYSTEM.
Now that you have a company in QBO, you can start pushing invoice data. By default, the system will push print ad sales to ‘Print Ad Sales’ product/service in QBO; digital ad sales go over as ‘Online Ad Sales; service sales go over as ‘Service Sales. You can use the Settings > Billing > Product Mapping page to connect your products to your QBO accounts. We recommend mapping your product and services before connecting your account.
If you have Fees mapped on your Product Mapper, any fees added to your Ad Orbit invoices will be split out into a separate invoice when brought into QBO.
All new invoices in the system will be set to export. You can go to the Billing > Invoice page to see what invoices are marked to export. You can uncheck or recheck invoices to export at any time.
An invoice marked to export will go over to QBO. Each line item on the invoice will get added to a QBO invoice tied to a QBO product and service.
Ads display the publication:issue:ad size in the description field.
If you update information on the invoice within the system, the invoice will get reset to export and the changes will push over to QBO. If you delete the invoice in the system, the invoice will be removed from QBO.
With an invoice in both systems, you can start pushing payments. The system will push the payment amount, method, and reference number. You can void payments in the system to remove the QBO payment record. Refunds in the system DO NOT go over to QBO.
Make sure to void payments in the system before deleting invoices or you will have payments in QBO that are not in the system.
Credit Memos go over to QBO and are applied to invoices as payments.
If you have the ‘Sync payments created in QBO to Ad Orbit’ setting enabled on the QuickBooks Settings page, payments will sync from both systems; payments made within QBO will be applied to invoices within the system, and vice versa. If this setting is turned off, payments made in the system will be pushed to QBO, but any payments applied to invoices from within QBO will not sync back into the system.
Note
This functionality only works if the payment is applied to a single invoice within QBO. We cannot pull payment information into the system if it was applied to multiple invoices.
Important
If a synced payment is voided from within the system, that payment will automatically be deleted from QBO. However, if a synced payment is deleted within QBO, it will not automatically void the payment in the system. The void within the system will need to be performed manually.
Updated 10/18/2024