Connecting To QuickBooks Online

Connecting To QuickBooks Online

Connecting Your BizScheduler to QuickBooks Online

This article will help you get all set when you are ready to let BizScheduler connect to your QuickBooks Online accounting software.  Here are the basic requirements for using QuickBooks Online with BizScheduler:
  1. Obviously, you need your BizScheduler access, as well as the following minimum permissions, which you set from the Workers screen:
    1. Access to at least one Area
    2. Job Calendar access
    3. Customers access
    4. Setup/Configuration Section:
      1. Configuration Options
    5. Integrations section:
      1. QuickBooks Authorization
    6. Misc Section:
      1. Edit Customer Info
      2. Edit Job Info
      3. Export to QuickBooks
  2. Access and password for your QuickBooks Online, which needs to be at a subscription level ABOVE their introductory level, which is called Essentials

How BizScheduler Integrates with QuickBooks Online

Once you are connected with QuickBooks Online, BizScheduler lets you export your Customers, your Jobs (which become Invoices in QuickBooks), and your Estimates. When you perform an Export to QuickBooks online, BizScheduler instructs QuickBooks what to do, as if you were entering the data yourself. It uses the data in BizScheduler and creates the entries in QuickBooks without any typing errors or forgetting to copy something over. In other words, no more data entry errors associated with entering information manually into both systems.

You can export an individual Customer from their Customer screen in BizScheduler into QuickBooks Online, but the typical way to get a Customer into QuickBooks is when you Export a Job to QuickBooks from the Accounting Report. These steps are covered in other articles. Our focus here will be to get you all setup to perform the Export process.

Configuration Settings

The following are the minimum configuration settings needed in order to connect and export to QuickBooks Online. You will want to review the other QuickBooks settings to see which ones you want to take advantage of. First, go to the Hub and select the Configuration Options link under the Setup/Configuration. Then type "QuickBooks" into the Find textbox and hit Enter or click the Find button at the bottom of the screen. Now set the following items:
  1. Export to QuickBooks: Yes
  2. QB Default Sales Tax Item: from your QuickBooks setup
  3. QB Default Sales Tax Item: from your QuickBooks setup
  4. QB Default Tax Agency: from your QuickBooks setup
  5. QBO Invoice Term: from your QuickBooks setup
  6. QBO Tax Exemption Reason: Multiple points of use
  7. QuickBooks Export Options: Online

QuickBooks Authorization:

Now you need to tell QuickBooks Online that you want BizScheduler to be working for you. This is done by clicking the QuickBooks Authorization link under the Integrations section of the Hub. Once you click this link, you will see something like the following:


  1. Set Enable permission for Payments?
    1. Set it to Yes if you will be using the QuickBooks/Intuit credit card processing service to charge your customers' credit cards.
    2. Set it to No if you will not be processing credit cards through QuickBooks/Intuit. Use this option if you do not accept credit cards as well as if you will be using Stripe or some other third-party credit card processor.
  2. Click Connect to QuickBooks and follow the screen prompts from QuickBooks Online for your user name, password, Company file, etc.
Once everything connects you will see the following message back in BizScheduler: Authorization to QuickBooks Online successful

Testing Your Connection

The quickest way to test that your connection works is to go to a Customer record (we suggest that you use yourself as this test customer) and click the Export Customer to QuickBooks button at the bottom of the screen. If the connection is working correctly, you should see something like this:



Once you know that your connection is working correctly, you will need to make sure that your Configuration Options are correct so that you can export Jobs from BizScheduler to create the appropriate accounting system entries for streamlining your billing and accounting operations. To do this, you will need to create a test Job (again, we suggest that you use yourself as the test customer):
  1. Create a simple job with a single service, setting the Actual column to some amount and then Save it
  2. While still on the Job Info screen, scroll down to the Payment Type section and click the blue arrow to the left of the A/R textbox to copy the invoice amount and set it to go to Accounts Receivable
  3. Click Save to save the job and make it ready for the Accounting Report
  4. Go to the Hub and click the Accounting Report link under the Reports section
  5. Find the test Job that you are working with and click the Send to accounting checkbox under the customer name and address block
  6. Click the Export to QuickBooks button to review the job and set any invoice options and then click the Export to QuickBooks Online button
You should see something similar to this is your settings are correct:


If there are any errors, they will be displayed in RED text. You can also see them by going back to the Accounting Report by click the Return button at the bottom of the screen. The error messages should give you some direction for what needs to be fixed. You can search for the errors in the Support Center of BizScheduler for additional help and create a Support Ticket if you need further assistance. 

Cleanup after testing

Once you have successfully exported your test job it is important that you clean things up. Over in QuickBooks you will want to VOID the invoice(s) that you created during the testing process. Don't just delete the invoices, since those invoice numbers have now been used. It helps keep an auditor from asking questions about missing invoices when all you did was test the connections. You should also make an entry in the Invoice Memo field in QuickBooks that says "Void - used for testing," or some other clear statement...rather than relying on someone's memory. Back in BizScheduler, you can delete the job completely.

Now that you have successfully performed the export, BizScheduler will help you automate your billing process and protect it from errors...as long as you get the Job Info correct to start with. 

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