Use our QuickBooks Online (QBO) integration to post invoices straight from Current RMS to QBO and keep your organizations up-to-date between the systems.
We’ve broken down the setup into six steps:
- QBO customer import or export
- General settings
- Revenue group mappings
- Tax rate mappings
- Store location mapping
Before you begin
You’ll need a QuickBooks Online account to use our QuickBooks Online integration. Sign up on the Quickbooks Online website.
Head to System Setup > Integrations > QuickBooks Online to start the configuration.
Hit the Connect to QuickBooks button to authorize the connection between Current RMS and your QBO company.
A window will open prompting you to login to QBO if not already signed in, then choose a company on your account to link to.
QBO customer import or export
Use the Import contacts and Export organziations buttons to bring customers in from QBO or export organizations to QBO.
- If you’re an existing QBO user and new to Current RMS, import your customers from QBO to create corresponding linked organizations in Current.
- If you’re an existing Current RMS user and new to QBO, export your organizations from Current RMS to QBO to create corresponding linked customers in QBO.
- If you’ve used both Current RMS and QBO in parallel for a while but haven’t integrated the two: import from QBO to create to create organizations in Current and export from Current to create customers in QBO.
We’ve a full guide that runs through importing and exporting in more detail, see: Import and export organizations from QuickBooks Online
Products, services, and text items in Current RMS are assigned revenue groups. You can map these revenue groups to QBO products/services, which are used when posting an invoice to QBO.
The default account code is used when posting an invoice to QBO with invoice items that contain an accumulated charge. For example, when an opportunity is invoiced with the grouping option of “opportunity,” the line on the invoice may contain charges from multiple revenue groups.
Set the shipping address and date when posting invoices?
In QBO, you may show a shipping address on your invoice. This is an optional setting. To enable, in QBO go to Settings > Your Company > Account and Settings and turn on Shipping under “Sales form content”.
If you’re having trouble finding this setting or using QBO, contact Inuit support.
If this setting is enabled in QBO, toggle “Set the shipping address and date when posting invoices?” toggle to YES in Current to tell Current RMS to populate the shipping address and date with the invoice’s delivery address or venue.
Create a linked QBO customer when creating an Organization?
When set to YES, when you create an organization in Current RMS, a new customer is automatically created in QBO. This organization is linked to the customer in QBO, so invoices posted are associated with this contact in QBO.
A linked customer won’t be created if you fill in the “Linked QuickBooks customer” field when creating an organization.
Update a linked QBO customer when editing an Organization?
Set to YES to keep linked customers in QBO up-to-date with information in Current RMS. When you edit an organization in Current that’s linked to a QBO customer, Current will update contact information in QBO too.
Revenue group mappings
As mentioned above, products, services, and text items in Current RMS are assigned a revenue group. In this section, you map revenue groups in Current to QBO products/services.
You’ll see a list of your revenue groups on the left and a list of QBO products/services on the right. The list is populated with products and services that have been setup in QBO with sales information, i.e. an inventory product or a product/service with the option “I sell this product/service to my customers” ticked.
If you add a new product/service in QBO and need to update a list, hit the the blue refresh link to the right.
To add new revenue groups, head to System Setup > Revenue groups.
Tax rate mappings
In this section, make links between tax rates in Current RMS and QBO.
These mappings are used when posting an invoice to QuickBooks in order to set the QuickBooks invoice sales tax based on the Current invoice tax rates.
You’ll see a list of your tax rates on the left and a list of QBO tax rates on the right. Map each tax rate here.
Store location mapping
This section is optional; it’s only needed if you wish to use QBO locations to track revenue for stores in Current.
Locations are available in QBO Plus and Advanced editions. Check plans and pricing in your region for more information. To enable in QBO, see: How to set up and use location tracking
Once set up, you’ll see a list of your stores on the left and a list of QBO locations on the right. Map each store here.
Review all of your settings, then when you’re happy toggle the Enabled slider at the top to YES.
When the slider is set to YES, the QBO options become visible in your Current RMS system, e.g. you’ll now get the option to Post invoice against an invoice.