Your rental management solution and your accounts package are two of the most important parts of software for running your business. Use the import and export tools on our QuickBooks Online (QBO) integration screen to maintain customer records between both systems.
When would you use the import and export tools?
If you’re an existing QBO user and new to OnRent Events, import your customers from QBO to create corresponding linked organisations in the system.
If you’re an existing OnRent Events user and new to QBO, export your organisations from OnRent Events to QBO to create corresponding linked customers in QBO.
If you’ve used both OnRent Events and QBO in parallel for a while but haven’t integrated the two, import from QBO to create organisations in OnRent Events and export from the system to create customers in QBO.
Automatically create and update linked customers
Don’t forget, the system includes two settings to keep your organisations and QBO customers in sync:
Create a linked QBO customer when creating an organisation?
Update the linked QBO customer when editing an organisation?
If you have both of these settings enabled and only maintain your customers in OnRent Events, you shouldn’t need to use the import or export tools after you’ve initially integrated your systems.
To learn more, see: Set up the QuickBooks Online integration
Get started
Go to System Setup > Integrations > QuickBooks Online to access the import and export tools.
Import customers
To import customers from QBO to OnRent Events as organisations, hit the blue Import customers button.
A new organisation is created in the system for each active QBO customer that’s not already linked to an organisation in OnRent Events.
Organisations in the system that are already linked to QBO customers are updated with information in QBO.
Review the information in the pop-up box carefully and hit the blue Import customers button to start the process. You’ll be notified by email when the import is completed.
Default state
If you're using OnRent Events with a US version of QBO, you'll see a drop-down box where you can select a default state used for the import.
In OnRent Events, you can't add an organisation without specifying a state for tax calculation purposes. However, in QBO, this isn't a requirement, so you have customers with no state.
Where there's no state:
The import tool first looks up the state from the ZIP code provided.
If the ZIP code is invalid or blank, the default state you choose here is used.
If the default state is used, the import tool will let you know by email so you can review these organisations.
Existing linked customers
When organisations in OnRent Events are already linked to QBO, keep in mind that data in OnRent Events will be overwritten with data from QBO. Be sure that the information in QBO is up-to-date. This might be problematic if you have the “Update the linked QBO customer when editing an organisation?” toggle set to NO in the system.
There’s no way to recover information in the system replaced by information from QBO.
Duplicate organizations
In the system, organisation names don’t have to be unique. Make sure that you’ve linked existing organisations to QBO customers, or duplicate organisations may be created.
Blank fields
To prevent accidental data loss, if you remove data from a field in QBO and import it, the corresponding field will not be cleared in OnRent Events.
Export organizations
To export organisations from OnRent Events to QBO as customers, click the blue Export organisations button.
A new customer is created in QBO for each unlinked organisation in OnRent Events.
Customers in QBO that are already linked to organisations in the system are updated with information in OnRent Events.
Review the information in the pop-up box carefully and hit the blue Export organisations button to start the process. You’ll be notified by email when the import is completed.
Existing linked customers
When customers in QBO are already linked to organisations in the system, keep in mind that data in QBO will be overwritten with data from the system. Be sure that the information in the system is up-to-date.
Duplicate customers
While you can create multiple organisations with the same name in OnRent Events, customers in QBO must have unique names. Make sure that you’ve linked existing QBO customers to organisations in OnRent Events, or QBO will attempt to create duplicates, which will result in errors.
Blank fields
To prevent accidental data loss, if you remove data from a field in OnRent Events and import, the corresponding field will not be cleared in QBO.
A note on inactive organisations
When an organisation is made inactive in the system, exporting your organisation to QBO will attempt to deactivate the linked QBO customer. Subsequent exports from OnRent Events will not update the QBO customer.
In order to deactivate a customer in QBO, the customer must have a zero balance.
Common questions
Which fields are updated between the systems?
The name, telephone numbers, email address, address, and account number fields are updated. For a full list, check out our guide: Additional notes about the QuickBooks Online integration
I didn’t receive an email. What should I do?
The time for an import or export to complete depends on how much data you’re importing or exporting, our server load, and the server load of QBO. Generally, this shouldn’t take too long. If you haven’t received the message, check your junk email folder or Spam folder on Outlook.