QuickBooks Online

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 [email protected] for help.