QuickBooks Online integration

If you use QuickBooks Online for your accounting, Quote Factory removes much of the busy work, and here's how.

Which edition do I need?

You'll need at least the Essentials edition of QuickBooks Online. The Simple Start edition doesn't include access to the API endpoints needed to handle carrier bills. (Source)

What does it do?

• Customer invoices:
  • As soon as you send a customer invoice, we push an Invoice record to your QuickBooks account.
  • If we can't find an existing Customer, we create one.
  • When you receive a Payment from your customer, we pull the payment info into Quote Factory.
• Carrier bills:
  • As soon as you approve a carrier/vendor bill you uploaded, we push a Bill record into QuickBooks. (You still need to process the payment from inside of QuickBooks.)
  • If we can't find an existing Vendor, we create one.
  • When you Pay your vendor, we pull the payment info into Quote Factory.

What doesn't it do?

• Sync payment changes or deletes.
  • If you mark a bill or invoice paid but then change an amount or delete the payment in Quote Factory, it will not sync back to QBO.
• Override QuickBooks edits.
  • If you make a change to an invoice or bill in Quote Factory, we will push that change unless you have already made edits to the record in QuickBooks.

How do I set it up?

First, connect to your Quickbooks account

• Log into Quote Factory.
• Click on Settings in the lower left.
• Click on Accounting , then Sync to Quickbooks .
• Click Connect :

• A new window will pop up where you'll log into your QuickBooks email and password and tell them it's okay for us to connect to them. Then this part is done.

Second, tell us which service and COGS account to use

Service

• Log into your Quickbooks account.
• Click on the gear in the top right corner.
• Click on Products and services :

• From the list that appears, find the one you want us to use. Or, if none of them seem just right, create a new one:
  • Click New near the top right.
  • Enter a name (like "Freight Brokerage Services").
  • Choose an income account (whichever account you use for your brokerage income).
  • Click Save and close .

Cost of Goods Sold (COGS) account

• Click on the gear in the top right corner.
• Click on Chart of accounts .
• Search for "Cost of Goods Sold".  If you currently don't have one (because you just signed up for Quickbooks), create a new one:
  • Click New near the top right.
  • For the Account Type, choose Cost of Goods Sold .
  • For the Detail Type, choose Other Costs of Services - COS .
  • Enter a name, like Freight Charges .

Send both of those account names to us at support@quotefactory.com. We'll take care of the rest on our end and let you know when things are ready. That's it!

More notes

• When we push an Invoice into QuickBooks:
  • We look for an existing Customer record in QuickBooks.
  • If we find one, we use it for the invoice.
  • If not, we create a new one.
• When we push a Bill into QuickBooks:
  • We look for an existing Vendor record in QuickBooks.
  • If we find one, we use it for the bill.
  • If not, we create a new one.
  • We do not push a remit-to address for the bill. QuickBooks automatically uses the vendor's address.
• When we're looking for or creating an existing Vendor record:
  • We use the carrier's name, even if you entered their pay-to address as a factoring company.
    • For example, if we push in a bill for Heartland Express, then even if you need to send the payment to Denim, we'll still look for a Vendor record for Heartland, not for Denim.
    • If we create a Vendor record, it will be for Heartland, but the pay-to address will be Denim.
    • Each carrier needs its own Vendor record to help with 1099s at tax time.
  • We put the carrier's remit-to company name — often a factor — into the Name to print on checks field. If they change that name in Quote Factory, we don't update it in QuickBooks.
• We never update a Customer or Vendor record in QuickBooks.
  • If we find an existing record, we use it.
  • If you have different information — like a different bill-to or pay-to address — in Quote Factory than you do in QuickBooks, we don't try to change QuickBooks to match. You should have an accounting person in your company do that. (We see this as a protection against fraud.)