Quickbooks Integration Overview and Configuration

Once your QuickBooks Online (QBO) account is connected (How To: Connect the QuickBooks Integration), you can configure how data maps between Measure and QBO. This ensures that invoices, payments, taxes, and customers sync correctly. This guide will walk you through the different settings available in the QuickBooks integration panel.

1. From the main dashboard, navigate to Settings and then select the Integrations tab.

2. On the QuickBooks integration card, click the Settings icon to open the configuration panel.

   

The settings panel allows you to map various data points from Measure to their corresponding fields in QuickBooks Online.

Use the tabs in the settings panel to navigate between different mapping types:

• Product Mapping: Match products in Measure to your QBO products.

• Bank Account Mapping: Match currencies in Measure to your deposit accounts in QBO.

• Tax Mapping: Map tax rates from Measure to the corresponding tax rates in QBO. Select the appropriate rate from the dropdown and click Update Mapping.

• Clearing Account Mapping: Select the account (like "Undeposited Funds") that temporarily holds payments.

When you create or update a customer in Measure, it syncs to a Customer record in QuickBooks. If you bill a customer in multiple currencies, Measure creates a separate QuickBooks Customer for each currency.

The currency code is appended to the customer's display name to distinguish them. For example, a customer billed in both CAD and USD appears as Acme Corp (CAD) and Acme Corp (USD). The CurrencyRef field in QuickBooks is set to match the invoice currency.

Display Name maps to the customer's Name or Company Name in Measure, with invalid characters removed. Email maps to the PrimaryEmailAddr in QuickBooks. Company Name maps to the CompanyName field.

If address syncing is enabled, Measure's customer billing address maps to the BillAddr field in QuickBooks using ISO Alpha-3 country codes.

Measure Invoices sync directly as Invoice records in QuickBooks. Open or paid invoices push as standard invoices. If you void an invoice in Measure, Measure sends a void operation to QuickBooks to reflect the voided status on the remote invoice.

Line items map based on their type. Products and Services map directly to the QuickBooks Products or Services you configured in your integration mappings. Quantity, unit price, and total amount sync automatically.

Discounts are booked to the default Discount Account you selected in your QuickBooks preferences. If no account is selected, Measure reduces the pre-tax unit price of the product line item instead.

Credits applied directly to an invoice (not part of a formal Credit Note) push as negative, non-taxable line items on the QuickBooks Invoice. Invoice line descriptions sync to QuickBooks. If configured, the billing period for the line item (for example, 01 Jan 2024 - 31 Jan 2024) is appended to the description for clearer revenue recognition.

Taxes calculated in Measure map to QuickBooks via the tax mappings you configured in your integration settings.

Measure handles payment reconciliation by breaking down a transaction into its core accounting components. This ensures gateway fees and net deposits are recorded accurately.

When you capture a payment in Measure, three objects are created in QuickBooks. The Payment represents the full gross amount paid by the customer. It links automatically to the corresponding QuickBooks Invoice to mark it as paid.

The Purchase (with payment type set to Cash) represents the gateway transaction fee, such as Stripe fees. This purchase deducts from your mapped Deposit Bank Account and is categorized under your configured Transaction Fee Account.

The Deposit represents the actual net amount transferred to your bank account. It bundles the gross payment and deducts the transaction fee, matching the net settlement on your bank statement.

Credit notes will not sync from Measure to QuickBooks unless the Automatically apply credits setting is turned off in your QuickBooks Online settings (Account and Settings, Advanced, Automation). This is an important configuration requirement.

When you issue a Credit Note in Measure, it syncs as a Credit Memo in QuickBooks. The line items on the credit note map to the same QuickBooks Products or Services as the original invoice. Taxes and amounts are mirrored to ensure accurate liability reduction.

When you apply a credit note balance to an open invoice in Measure, Measure creates a zero-dollar Payment record in QuickBooks that ties both the Invoice and the Credit Memo together. This lowers the open balance of the invoice.

When you refund a payment in Measure, it records as a Purchase (Payment Type: Check) in QuickBooks. This purchase is drawn from your mapped deposit bank account and credited to the Accounts Receivable account, representing cash returning to the customer.

You can enable specific behaviors for the sync:

• Push Customer address to QBO: Check this box to sync customer addresses from Measure to QBO.

• Add period dates to each line item: Check this box to include service periods on invoice line items.

The top tabs allow you to view the status and history of your integration activity.

• Matches: View and manage how customers, invoices and payments in Measure are matched in QBO. You can manually match any of these items that weren't automatically linked.

  

• Syncs: See a summary of items that are pending a sync. You can also trigger a manual sync from this tab.

  

• Logs: Review a detailed history of all sync activities and view any errors that may have occurred.