If you have issues with the QuickBooks Desktop integration, please contact qbdbeta@re-leased.com
Integrating with QuickBooks Desktop
There is a 1:1 connection between each Re-Leased company and the corresponding QuickBooks Desktop company. Once a Re-Leased company has been connected to a QuickBooks Desktop company, it cannot be re-connected to any other QuickBooks Desktop company.
Prior to connecting
Set up your QuickBooks Desktop account, you will need:
- Tax types;
- Chart of accounts
- Products/services
- Classes at the line item level in QuickBooks Desktop to track properties
Connecting
1. On the Settings page, select the company to sync with QuickBooks Desktop from the drop-down in the top left. Scroll down and select Manage Add-ons and Integrations.
Scroll down the page and select Manage Add-ons and Integrations.
Your QuickBooks Desktop status box will show that you are not Enabled. Click on the QuickBooks Desktop icon to get started.
2. Click on Enable QuickBooks Desktop Add-on
3. Open your QuickBooks Desktop company and download the connector installer on the same computer.
4. Once the connector is downloaded, open the downloaded .exe file. It will ask for a license key. Copy and paste the license key displayed on the Re-Leased screen into the connector installer and complete the setup steps. More details on setting up the connector can be found here.
5. Once the connector set up is completed, select continue.
Important: Both the QuickBooks Desktop company file and the connector need to be open on the same computer.
6. A new tab in your browser will open. Specify sync from date, only invoices that are dated on or after the date entered will be synced with QuickBooks Desktop. If you edit an invoice that is dated prior to the sync date after connection it will sync with QuickBooks Desktop. NB: The date selected can't be prior to 2018.
7. Tax Type Reconciliation. If you have Tax Types in Re-Leased that are not in QuickBooks Desktop, you will need to reconcile them. If you are new to Re-Leased, this scenario is unlikely.
A screen in Re-Leased will display a list of Tax types found in Re-Leased that cannot be auto-matched to a corresponding tax type in QuickBooks Desktop. Use the dropdown on the right hand side of each row to choose from two options:
- Archive the Rate:
- If you select to Archive the rate it will not be available for use in the future. Existing invoices will continue to show the rate but they cannot be selected for new invoices. If you Archive, you must check the confirmation box to confirm you have agreed to archive the rate(s).
- If a rate is associated with an invoice or credit note that is paid or voided you must match it to a rate from QuickBooks Desktop
- Replace with a QuickBooks Desktop rate:
- You can replace the Re-Leased rate with a rate from QuickBooks Desktop. Use the drop-down to see the available list of rates you can select.
Once all tax types are reconciled click Save and Continue.
Notes:
- A QuickBooks Desktop rate can only be used once. If you select more than one Re-Leased rate to be replaced with the same QuickBooks Desktop rate, you'll see a validation message to resolve this issue.
- Group tax rates from QuickBooks Desktop can't be matched to rates in Re-Leased, the only exception is if the QuickBooks Desktop company had previously been connected to the Re-Leased company with group tax rates and was disconnected then reconnected.
8. Account Reconciliation
If you have Accounts in Re-Leased that are not in QuickBooks Desktop, you will need to reconcile them.
A screen in Re-Leased will display a list of Accounts found in Re-Leased that cannot be auto-matched to a corresponding Account in QuickBooks Desktop.
Use the dropdown on the right hand side of each row to choose from two options:
- Archive the Account:
- If you select to Archive the Account it will not be available for use in the future. Existing invoices will continue to show the account but they cannot be selected for new invoices. If you Archive, you must check the confirmation box to confirm you have agreed to archive the account(s).
- If an account is associated with an invoice or credit note that is paid or voided you must match it to an account from QuickBooks Desktop.
- Replace with a QuickBooks Desktop Account:
- You can replace the Re-Leased account with an account from QuickBooks Desktop. Use the drop-down to see the available list of accounts you can select.
Once all Accounts are reconciled click Save and Continue.
Note: A QuickBooks Desktop account can only be used once. If you select more than one Re-Leased account to be replaced with the same QuickBooks Desktop account, you'll see a validation message to resolve this issue.
9.Tracking Reconciliation
If you have Tracking Options in Re-Leased that are not in QuickBooks Desktop, you will need to reconcile them.
A screen in Re-Leased will display a list of Tracking Options found in Re-Leased that cannot be auto-matched to a corresponding Tracking Option (or Class) in QuickBooks Desktop.
Use the dropdown on the right hand side of each row to choose from two options:
- Archive the Tracking Option:
- If you select to Archive the tracking option it will not be available for use in the future. Existing invoices will continue to show the tracking option but it cannot be selected for new invoices. If you Archive, you must check the confirmation box to confirm you have agreed to archive the tracking option(s).
- If a tracking option is associated with an invoice or credit note that is paid or voided you must match it to a class from QuickBooks Desktop.
- Replace with a QuickBooks Desktop class:
- You can replace the Re-Leased tracking option with a class from QuickBooks Desktop. Use the drop-down to see the available list of classes you can select.
Once all Tracking Options are reconciled click Save and Continue.
Note: A QuickBooks Desktop class can only be used once. If you select more than one Re-Leased tracking option to be replaced with the same QuickBooks Desktop class, you'll see a validation message to resolve this issue.
10. You're now connected and can trigger your first sync with QuickBooks Desktop by selecting Sync all data.
This might take a few minutes depending on how much data has to be copied between Re-Leased and QuickBooks Desktop but you can continue to work while this continues in the background.
Once the integration is complete the spinning circle in the header will be replaced with a blue flag.
If you have issues with the QuickBooks Desktop integration, please contact qbdbeta@re-leased.com