QuickBooks Online

When your organisation is connected to QuickBooks Online, each milestone creates a payable bill at the sync point you choose. The QuickBooks section sits at the foot of Settings > Profile and terms. You need the Can manage Integrations permission to connect, test, disconnect or change its options.

Your organisation can connect one accounting system at a time. While Xero or MYOB is connected, Connect to QuickBooks Online is unavailable and says which one to disconnect first.

Connect to QuickBooks Online

1. Go to Settings > Profile and terms.
2. In the QuickBooks section, select Connect to QuickBooks Online.
3. Sign in to QuickBooks Online, choose the company to connect, and allow Backed to reach it.

The company you choose on the QuickBooks Online page is the one that is connected: there is no second step to pick it in Backed. You come back to Settings > Profile and terms, where the section reads "Connected to" and the company's name. If you cancel, or the connection fails, nothing is stored and the page says "The connection to QuickBooks Online was not completed. Please try again."

Test or disconnect the connection

• Test connection names the company when the connection works, and shows what QuickBooks Online said when it doesn't.
• Disconnect asks you to confirm first. Choose Cancel to stay connected. Bills already in QuickBooks Online are left as they are, and your options are kept.

If QuickBooks Online stops accepting the connection, the section says "The connection to QuickBooks Online was lost. Reconnect to resume syncing."

Choose the options

Select Edit Details, change the options in the QuickBooks section, then select Save QuickBooks Online options.

Option	What it does
Account code for synced bills	The account every bill is coded to, shown as "code – name".
Class	The class on every bill, or None. If class tracking is off in QuickBooks Online, only None is offered, with "Class tracking is not turned on in QuickBooks Online."
Customer	The customer on every bill, or None.
Milestone sync points	When a milestone's bill is created or updated: when it is approved, when its contract is executed, or both.

There is no sync error email in the QuickBooks Online integration: a sync failure shows on the milestone in Backed.

There is no GST setting in the QuickBooks Online integration. GST on each bill follows the applicant's GST Field.

What each bill carries

Each milestone creates one payable bill in QuickBooks Online, with one line for the milestone's amount before GST.

• Vendor: the applicant. Backed finds the vendor with the applicant's name, or creates one if there is none. Bank details are never added to it.
• Account: the Account code for synced bills. Only active expense accounts with an account number are offered.
• Tax code: your company's GST code when the applicant's GST Field is Yes, and its GST-free code (FRE) otherwise.
• Class and customer: the Class and Customer you chose, on the bill's line. A bill carries neither when it is set to None.
• Reference: the contract number, or else the application number, then the milestone's title. QuickBooks Online holds 21 characters in a bill number, so a longer reference is shortened there and kept in full in the bill's private note.
• Files: the milestone's audit document and the invoices, attached to the bill.

On the milestone, View in QuickBooks opens the bill in QuickBooks Online in a new tab.

Frequently asked questions

Question	Answer
Which company do bills go to?	The one you chose on the QuickBooks Online page when you connected. Your organisation connects one company at a time.
Why is Class only offering None?	Class tracking is turned off in QuickBooks Online. Turn on class tracking for each transaction line in your QuickBooks Online settings, then choose a class.
Are the applicant's bank details sent to QuickBooks Online?	No. Backed finds or creates the vendor but never adds bank details to it.
What happens if the bill date is in a closed period?	The bill is not created. QuickBooks Online refuses bills dated on or before your books close date, so the milestone shows Sync failed and why. To create it, reopen that period in QuickBooks Online (move the books close date earlier), then resync the milestone.
What happens if the account is inactive in QuickBooks Online?	The bill is not created, and the milestone shows Sync failed naming the account. Make the account active again, or choose another Account code for synced bills, then retry the sync.
Is anyone emailed when a sync fails?	No. Under QuickBooks Online a sync failure is shown only on the milestone in Backed.
Does Backed change a bill once it is paid, voided or edited in QuickBooks Online?	No. A bill that has a payment, was voided, or was edited in QuickBooks Online is left as it is, and the milestone shows why.
How do payments made in QuickBooks Online reach Backed?	Each night Backed reads the bill payments recorded against its bills and records them on the milestone.