> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/integrations/quickbooks.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

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. |