# QuickBooks Online

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## QuickBooks Online integration

Connect OrderEazi to QuickBooks Online (QBO) once and your customers, suppliers, products and source documents stay perfectly in sync—no more manual exports, no duplicated data.

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### 🔍 Overview

OrderEazi pushes **financial documents** to QBO every 5 minutes and pulls **master data** (customers, suppliers, inventory, currencies & tax rates) every few hours. Only one QBO company can be linked to an OrderEazi instance at a time.

> **Smart product export**\
> Products are created in QBO **only when they are used on a document that is being exported**. This prevents clutter from unused catalogue items (e.g. products coming from supplier feeds which you may not sell).

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### ⚙️ Setup in two steps

1. **Connect** — *Settings → Organisation → Accounting System* → **Connect to QuickBooks** and complete the OAuth flow.
2. **Configure** — Enable the sync features you need and review the default accounts & tax rates (see below).

That’s it—sync starts automatically.

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### 🔁 Sync features

| Category              | Direction | Toggle                            | What it does                               |
| --------------------- | --------- | --------------------------------- | ------------------------------------------ |
| Customers             | ↙ Import  | **Customer Importer**             | Brings QBO customers into OrderEazi        |
| Suppliers             | ↙ Import  | **Supplier Importer**             | Brings QBO suppliers into OrderEazi        |
| Inventory             | ↙ Import  | **Inventory Importer**            | Brings QBO items (products) into OrderEazi |
| Tax Invoices          | ↗ Export  | **Tax Invoice Exporter**          | Creates QBO **Invoices**                   |
| Supplier Invoices     | ↗ Export  | **Supplier Invoice Exporter**     | Creates QBO **Bills**                      |
| Purchase Orders       | ↗ Export  | **Purchase Order Exporter**       | Creates QBO **Vendor Bills**               |
| Supplier Returns      | ↗ Export  | **Supplier Return Exporter**      | Creates QBO **Vendor Credits**             |
| Customer Credit Notes | ↗ Export  | **Customer Credit Note Exporter** | Creates QBO **Credit Memos**               |

> Toggling a job off stops new syncs but leaves previously synced data untouched.

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### 🧾 Default tax rates

When you add a brand‑new customer or supplier in OrderEazi we pre‑select the tax rate below. Change them any time under **Default Tax Settings**.

| Setting                 | Used for             |
| ----------------------- | -------------------- |
| **Customer  Tax  Rate** | New customer records |
| **Supplier  Tax  Rate** | New supplier records |

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### 🏦 Default account mapping

OrderEazi needs to know which QBO account to debit/credit for each transaction type. Only **valid accounts** appear in each drop‑down, so you can’t pick the wrong one.

| Setting                          | Purpose in OrderEazi                                                          | Required account type/sub‑type in QBO                |
| -------------------------------- | ----------------------------------------------------------------------------- | ---------------------------------------------------- |
| **Stock Item Expense Account**   | Debit when a stock item appears on a *Supplier Invoice*                       | **Cost of Goods Sold**                               |
| **Stock Item Income Account**    | Credit on *Tax Invoice*; debit on *Credit Note*                               | **Sales of Product Income** (sub‑type)               |
| **Service Item Expense Account** | Debit when a service item appears on a *Supplier Invoice*                     | **Cost of Goods Sold**                               |
| **Service Item Income Account**  | Credit on *Tax Invoice*; debit on *Credit Note*                               | **Service Fee Income** (sub‑type)                    |
| **Accounts Payable Account**     | Debit for *Purchase Orders*                                                   | **Accounts Payable**                                 |
| **Discount Account**             | Debit for discounts on invoice lines                                          | **Income → Discounts/Refunds Given**                 |
| **Stock Asset Account**          | Track current value of on‑hand stock                                          | **Other Current Asset**                              |
| **Default Non-Taxable Tax Type** | Used for syncing zero‑cost/price lines on documents where no tax should apply | **Zero Rated** or equivalent non‑taxable code in QBO |

*Tip: hover the **i** icons next to each field in the app to see the QBO requirement again.*

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### ⚡ How it looks in practice

1. You create a new product in OrderEazi and add it to a customer order.
2. When you create a *Tax Invoice* for the order, the product is auto‑created in QBO (if missing) and the invoice is posted a few minutes later.
3. Accounts, taxes and inventory valuation follow the default mapping above—no manual touch‑ups required.

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### ❓ FAQ

**Do I need to press a “sync” button?** No. Import jobs run every few hours; export jobs run every 5 minutes.

**Can I connect multiple QBO companies?** Not at this time—one company per OrderEazi instance.

**What happens if I disconnect QBO?** The link is paused immediately. Re‑connect to resume syncing; no data is lost.

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### 🛠 Troubleshooting

* Re‑authorise the connection from **Settings → Organisation → Accounting System** if tokens expire.
* Ensure the QBO account you select meets the required type/sub‑type; otherwise it won’t appear in the list.
* Still stuck? Contact <support@ordereazi.com> for help.