QuickBooks Integration

Orchard Stack integrates with QuickBooks Online to streamline your accounting processes. The integration allows you to synchronize invoices, payments and credits for client private pay accounts to QuickBooks Online.
OverviewOrchard Stack supports synchronization of new invoices, payments, and credits for client private pay accounts from Orchard Stack to QuickBooks Online. (Synchronization of third-party organizational or governmental account types is not supported at this time.)
Configuring the QuickBooks Online integration involves connecting your QuickBooks account to Orchard Stack, configuring the integration settings, and mapping your Orchard Stack clients and productions to QuickBooks Online customers and items. Once integrated, you can choose to synchronize transactions automatically or manually.
Getting StartedConnect QuickBooks Online: To get started, you will need to connect your QuickBooks Online account to Orchard Stack. Navigate to the Administration module and select Integrations in the Settings section. Click the Connect button in the QuickBooks Online section to begin the integration process.
Authenticate with QuickBooks Online: Enter your QuickBooks Online credentials to authenticate the connection. You will be prompted to authorize Orchard Stack to access your QuickBooks Online account.
Configure Integration Settings: Once connected, click the Manage Settings button in the QuickBooks Online section of the Integrations page. Configure the following settings:
Ledger Accounts
Income Account: Select the QuickBooks income account to associate with any new sales items that are created during product mapping or synchronization.
Deposit Account: Select the QuickBooks deposit account that will be used to record payments received from clients. This is generally the Undeposited Funds account.
Liability Account: If prebilling with deferred revenue is enabled for client accounts, select the liability account that will be used for prebilled services. This account will be credited when services are delivered and invoiced during the following month invoicing.
Customers
Automatically create customers?: When syncing transactions, should new customers be created in QuickBooks Online if they do not already exist?
QuickBooks customer display name format: Select the format for the display name of new customers created in QuickBooks Online.
Products
Automatically create products?: When syncing invoices, should new products be created in QuickBooks Online if they do not already exist?
Invoices:
Automatically sync new invoices?: Should invoices be synced to QuickBooks Online automatically when they are committed in Orchard Stack?
Payments:
Automatically sync new payments?: Should payments be synced to QuickBooks Online automatically when they are created in Orchard Stack?
Automatically apply payments to unpaid invoices?: Should payments be automatically applied to unpaid invoices in QuickBooks Online? (This setting can be enabled even if payments are not synchronized automatically.)
Credit Notes:
Automatically sync new credit adjustments as credit notes?: Should credit adjustments be synced to QuickBooks Online automatically as credit notes when they are created in Orchard Stack?
Automatically apply credits to unpaid invoices?: Should credit notes created by Orchard Stack be automatically applied to unpaid invoices in QuickBooks Online? (This setting can be enabled even if credit notes are not synchronized automatically.)
Map Clients:
From the Integrations page, click the Manage Customers button in the QuickBooks Online section.
A list of your Orchard Stack clients will be displayed. Click the Automatically map customers button at the top of the page to automatically map clients to QuickBooks Online customers based on the client's name. You may optionally choose to have new customers created in QuickBooks Online if they do not already exist. Please allow a couple minutes for this process to complete when performing an initial mapping job.
The list of clients will refresh to show the mapping status for each client.
If you prefer to map clients manually or wish to adjust any of the automated mappings, you may do so by clicking the Edit button in the row for the desired client.
Map Products:
From the Integrations page, click the Manage Items button in the QuickBooks Online section.
For each item in the list, click the Edit button to map the item to a QuickBooks Online product or service. You may optionally choose to have new products created in QuickBooks Online if they do not already exist.
Configure invoice numbering: Invoice numbers must be unique in QuickBooks Online. If you have existing invoices in QuickBooks Online or use QuickBooks Online to generate other invoices, you may need to adjust the starting invoice number in Orchard Stack to avoid conflicts. Navigate to the Administration module and select Billing Settings in the Accounting section. Update the Invoice Number Prefix and/or the Next Invoice Number field such that Orchard Stack invoice numbers will be unique from those already in use by QuickBooks Online. One easy way to manage this is to assign a unique Invoice Number Prefix to invoices generated through Orchard Stack (e.g. "HDM-" for an invoice number like "HDM-1234").
Using the QuickBooks IntegrationAutomatic SynchronizationIf you have configured the integration to synchronize transactions automatically, invoices, payments, and credit notes will be synchronized with QuickBooks Online in real-time when invoices are committed and when payments or credit adjustments are applied to an account. You can view the synchronization status of each transaction on the Sync Transactions page in the Accounting module.
Manual SynchronizationIf you have configured the integration to synchronize transactions manually, you can synchronize invoices, payments, and credit notes with QuickBooks Online by navigating to the Sync Transactions page in the Accounting module. From this page, you can select individual transactions to synchronize or choose to synchronize all transactions at once. If performing a bulk synchronization, use the transaction type and date range filters to select the desired set of transactions. Then click the Sync Transactions button to begin the synchronization process.
Editing or Deleting TransactionsOnce a transaction has been synchronized with QuickBooks Online, any changes to that transaction will need to be made manually in both systems. Transaction edits do not synchronize.
Debit AdjustmentsDebit adjustments are not synchronized with QuickBooks Online. If you need to apply a debit adjustment to a client account, you will need to manually record this adjustment - usually as a journal entry - in QuickBooks Online.
What data is synchronized?CustomersWhen you use Orchard Stack to create a customer in QuickBooks Online, the following data is sent to QuickBooks Online:
Display name
First name
Last name
Primary address
Phone number(s)
Email address
Customer data is not updated in QuickBooks Online if it is changed in Orchard Stack. If you need to update customer data in QuickBooks Online, you will need to do so manually.
Products (Items)When you use Orchard Stack to create an item in QuickBooks Online for an Orchard Stack product, only the product name is sent to QuickBooks Online. Multiple Orchard Stack products can be assigned to the same QuickBooks Online item. If your organization operates in a healthcare context, your product names may contain PHI. Be sure to review your product names before mapping them to QuickBooks Online items and map products to generically named items as appropriate.
Product data is not updated in QuickBooks Online if it is changed in Orchard Stack. If you need to update product data in QuickBooks Online, you will need to do so manually.
InvoicesThe following data is sent to QuickBooks Online when an invoice is synchronized:
Invoice number
Invoice date
Invoice memo
The linked QuickBooks customer ID
Client billing address
Client shipping address
Line items (products): Each line items includes the Quickbooks item ID, quantity, unit price, and total amount.
Discount amount (if any)
Invoice total
PaymentsThe following data is sent to QuickBooks Online when a payment is synchronized:
Payment date
Amount
Method
Check/Reference number
Note
The linked QuickBooks customer ID
Credit NotesThe following data is sent to QuickBooks Online when a credit adjustment/note is synchronized:
Credit note number
Credit note date
The linked QuickBooks customer ID
Client billing address
Client shipping address
Credit note total
Line items: A single line item is created for the total credit note amount - using either a "Credit Adjustment" or "Prebilled services credit" item depending on the type of Credit Adjustment being synchronized.
QuickBooks Online data accessed by Orchard StackOrchard Stack accesses the following information from QuickBooks Online to support the synchronization process:
Ledger account list: To assign the income, deposit, and liability accounts used for transaction synchronization.
Customer list: To map Orchard Stack clients to QuickBooks Online customers.
Item list: To map Orchard Stack products to QuickBooks Online items.
Frequently Asked QuestionsHow are payments and credits applied to invoices in QuickBooks Online?Orchard Stack maintains a running balance for each client account. When synchronizing payments and credits to QuickBooks Online, you may wish to enable auto application of payments and credits to invoices in QuickBooks Online. In QuickBooks Online, navigate to Settings > Account and Settings > Advanced > Automation and enable the Automatically apply credits and Automatically apply payments options. You may also manually apply payments and credits to invoices in QuickBooks Online after synchronization using the Receive Payment screen in QuickBooks.
How do I handle prebilling in QuickBooks Online?When you prebill for services in Orchard Stack (i.e. bill at the beginning of the month for services to be delivered in the upcoming month), you can choose in your Billing Type configuration to treat the revenue as immediately accrued or as deferred revenue. The accrued revenue option is synchronized to QuickBooks as a normal invoiced sale.
If you treat the prebilled revenue as deferred, the prebilled amount is treated as a liability in QuickBooks until the following month invoicing. When the services are delivered and invoiced during the following month, the prebilled amount is credited from the liability account. If the client's actual deliveries were less than the prebilled amount, a credit note is created for the remainder. If the client received more services than were prebilled, the additional amount is invoiced to the client as usual. To handle prebilling in QuickBooks Online with this method, you will need to create a liability account to track prebilled services. When configuring the QuickBooks Online integration, select the liability account to use for prebilled services. Additional information on managing prebilled services in QuickBooks Online is available at  QuickBooks Online: Record a retainer or deposit .
How do I handle debit adjustments in QuickBooks Online?Debit adjustments are not synchronized with QuickBooks Online. If you need to apply a debit adjustment to a client account, you will need to manually record this adjustment - usually as a journal entry - in QuickBooks Online.
Why are zero dollar invoices not synchronized with QuickBooks Online?While Orchard Stack creates an invoice for each active client account each month, QuickBooks Online does not support zero balance invoices, and they are not synchronized. These invoices will be marked with a N/A status on the Sync Transactions page.
If I change a client's name in Orchard Stack, will it be updated in QuickBooks Online?No, customer data is not synchronized between systems once the customer has been created in QuickBooks Online. If you need to update customer data in QuickBooks Online, you will need to do so manually.
If I create a transaction in QuickBooks Online, will it be synchronized to Orchard Stack?No, the transaction synchronization process is a one-way sync from Orchard Stack to QuickBooks Online.
Disconnecting QuickBooks OnlineTo disconnect your QuickBooks Online account from Orchard Stack:
Navigate to the Administration module and select Integrations in the Settings section.
Click the Manage Connection button in the QuickBooks Online section.
Click the three-dot menu icon in the upper left corner of the QuickBooks Online connection card and click Delete.
You may reconnect Orchard Stack to the same QuickBooks Online account at any time by following the instructions in the Getting Started section. If you would like to connect to a different QuickBooks Online account, please contact support for assistance.