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Implement and Manage the Quickbooks Online Integration

Duoplane Retailer accounts
Available on Professional, Premium, and Enterprise plans

Duoplane integrates with the Quickbooks Online accounting platform to sync items, vendors, and vendor invoices.

 

Initial set up

  1. Give Duoplane permission to communicate with your Quickbooks Online account.
    1. First, make sure that you are logged in to the correct Quickbooks Online account.
    2. Next, in Duoplane, go to Accounting > Accounting Sync
    3. Click the "Connect to Quickbooks" button. That will redirect you to Quickbooks, which will ask for your permission to give Duoplane access.
    4. Authorize Duoplane to access Quickbooks.
  2. Run a sync to allow Duoplane to import the account list. Click the Run export export button. This initial sync will just import your account list from Quickbooks. The account list will be used in the next setup step.
  3. Map your Quickbooks accounts to the corresponding accounts in Duoplane and configure other accounting preferences. Navigate to your Accounting settings (Settings > Accounting settings) and ensure that each entry in the Account mapping section is complete. You can also change other accounting-related preferences on that same screen.

What happens during an export

1. Completion of the setup (initial export only)

The final part of the setup takes place during the initial sync with with Quickbooks Online. Duoplane will create several items in Quickbooks. Specifically, Duoplane will create the following in Quickbooks:

  • A shipping expense item to be used to record shipping fees on vendor invoices
  • A handling expense item to be used to record handling or drop ship fees on vendor invoices
  • If you choose to use a single generic item on your invoices, Duoplane will also create a generic non-inventory item to be referenced as the line items on all invoices.

2. Vendor export

Next, Duoplane will create or update vendors in Quickbooks.

Which vendors? Any vendors who have invoices that will be exported later in the sync process.

Create or update? If Duoplane had not previously exported that vendor to Quickbooks, Duoplane will create a new vendor in Quickbooks. Otherwise, the vendor in Quickbooks will be updated, but only if you have it configured to do so in your accounting settings. (In your accounting settings, you can set it so that existing vendors are left as-is in Quickbooks.)

You can configure Duoplane to first look for existing Quickbooks vendors by name before creating a new vendor record in Quickbooks. This will prevent duplicate vendor records in Quickbooks.

What information is added when a new vendor is created?

  • Name: The name of the vendor. If you set an "Accounting system name" for this vendor, that name will be used. Otherwise, it will use the default name of the vendor.
  • Contact information (first name, last name, email address): This is set to the name and email address of the primary accounts payable contact as specified in Duoplane. The accounts payable contacts are those vendor contacts who are set to receive payment reports.
  • Address (street address and phone number): The accounts payable address for the vendor. If no accounts payable address is set in Duoplane, then Duoplane exports the vendor's main address.

3. Item export

This step is skipped if you choose to have your invoice line items reference a generic item.

Which items? Any item that appears on a vendor invoice that is pending export.

What information? Duoplane will create an equivalent item in Quickbooks with the item's name, price, and cost. Duoplane will not set tax rates for the items.

The SKU of the Quickbooks item will be either the Retailer SKU of the product in Duoplane or the numeric ID assigned to that item by Duoplane. (This can be configured in your accounting settings.)

 

4. Vendor invoice export

Next Duoplane will create a Bill in Quickbooks for every new vendor invoice in that has been created Duoplane since the last sync. A single invoice is generally created for every shipment in Duoplane, but you do also have the option to batch several shipments onto a single invoice in Quickbooks.

The bill will include:

  • Line items
  • Shipping cost to be paid to the vendor (if set)
  • Handling or drop ship fees to be paid to the vendor (if set)

Other invoice details:

  • Reference / document number: The invoice number as entered into the Duoplane shipment record.
  • Invoice date: The creation date of the shipment being invoiced. If the accounting closing date is after the invoice date, the day after the accounting closing date is used.
  • Due date: The invoice date plus the number of days set for the "Payment terms" for this vendor. If payment terms are already set in Quickbooks for this vendor, the invoice will reflect those payment terms.

6. Invoice payment import

Next, Duoplane records any payments that have been made on previously exported invoices. This information is used to create vendor payment reports.

All payments and credit memos that have been applied to paid bills are recorded in Duoplane. You can have Duoplane send a report your vendors that details how to apply payments.

 

How to run a Quickbooks Online sync

  1. In the Accounting menu, click Accounting Sync.
  2. Click the Run export button