Quickbooks Integration Setup

INTEGRATION GUIDE 

The Quipli–QuickBooks integration is a one-way sync (Quipli → QuickBooks). Invoices and payments created in Quipli will sync to QuickBooks, but transactions created or edited in QuickBooks will not sync back to Quipli.

To avoid duplicate payments or invoice discrepancies, always manage invoices and payments in Quipli and allow them to sync to QuickBooks.

Turning on the integration:

1. Within Quipli, navigate on the left panel to Accounting > Quickbooks Online Setup
2. Select "Connect to Quickbooks"
   
   
    
3. This will launch a new window in your browser to connect your QBO Account
   
   
   
   
4. Navigate to Settings → General Settings → Options and scroll to the QuickBooks Settings section. Here you can choose when invoices sync to QuickBooks. 
    
   • Syncing Options
     1. Request - will create the invoice in QBO when the rental request is initially made
     2. On Approval - will create the invoice in QBO when the order is approved
     3. On Rent - will create the invoice in QBO when the order is On-Rent
     4. Inventory Returned - will create the invoice in QBO when the order in Off-Rented/Completed
        
        
         
   • After the initial sync, invoices will sync at the following times
     1. Anytime a contract or invoice is updated (ex. Extensions, added line items, etc.)
     2. Anytime a payment is collected
     3. Anytime an automatically generated invoice for a cycle billed order becomes “payable”If QuickBooks Manual Sync = Yes, invoices and payments will not sync automatically. You must click Sync Invoice at the bottom of each order to send the invoice and payments to QuickBooks. 
        
        
        
     4. If QuickBooks Manual Sync = No (recommended), invoices will sync automatically based on the selected QuickBooks Sync Status. 
         
   • For the following settings, we recommend leaving all set to No unless you plan to process payments directly through QuickBooks:
     1. Send Signup Email to Renters – Sends an email from QuickBooks prompting the renter to create a QuickBooks account.
     2. Send QuickBooks Invoice Email – Sends the QuickBooks invoice to the renter when an order is marked Inventory Returned.
     3. Send Quickbooks Invoice Shipping Address - Includes delivery address on QBO invoice
        
        
        

Income Account Mapping

Quipli provides several ways to control how revenue is mapped to QuickBooks Online accounts. The recommended method is to map Quipli General Ledger (GL) accounts directly to QuickBooks accounts.

This approach keeps the account structure aligned between Quipli and QuickBooks, making reporting and reconciliation easier. 

• Map Quipli GL Accounts to QuickBooks Accounts (Recommended):
  1. Navigate to Accounting → General Ledger 
  2. Locate the GL account you want to configure 
  3. Click the Edit (pencil) icon next to the account name 
  4. Select the corresponding account in the QBO Account Mapping dropdown 
  5. Update
      
     
     Note: Once configured, revenue categorized under that GL account in Quipli will sync to the mapped QuickBooks account.
      
• QuickBooks Online Setup Page Mapping: 
  
  Default accounts for revenue and payments must be selected even if you are mapping individual GL accounts (outlined above). These serve as fallback accounts if no other mapping exists. The following accounts must be selected at minimum. 
   
  • Default Income Account: This cannot be an Accounts Receivable type account, due to QBO rules.
  • Default Expense Account: Expense account Purchase Order line items will sync to.
  • Deposit Payments To: Where the payments will hit (the Balance Sheet). This must be an Undeposited Funds detail type account. 
  • Refund From: Income account from which revenue is refunded. This cannot be an Accounts Receivable type account, due to QBO rules. The record of the refunded asset on the balance sheet will come from the "Deposit Payments To" Account
    
    
     
• Product, Part, Service, or Fee Level Mapping:
  
  If using the Quipli GL mapping method you only need to map each part/product/service to the "Income GL Account." If you are using the Quickbooks Online Setup page as the primary mapping, use the "Quickbooks Online Sales/Rental Account" option when mapping. 
   
  1. Individual Products (under the specific product's settings)
     
     
      
  2. Parts
      
      
  3. Services 
     
     
      
  4. Location Attributes 
     
     
      
  5. Product Attribute
      

Mapping Priority:

If multiple mappings exist, Quipli follows a priority hierarchy to determine which account will be used.

The Priority is:

Priority Level	Mapping Type
Highest Priority	Product / Part / Service / Fee-level mapping
Medium Priority	QuickBooks Online Setup page mapping
Lowest Priority	GL to GL mapping

This means:

• Product or fee-level mapping overrides all other mappings 
• QuickBooks setup mapping overrides GL mapping 
• GL mapping acts as the default if no other mappings are applied

Example:

• A Rental Income GL account is mapped to Rental Revenue in QuickBooks 
• A specific product is mapped to Heavy Equipment Revenue

In this case, revenue from that product will post to Heavy Equipment Revenue, because product-level mapping overrides GL mapping.
 

Tax Code Mapping:

Sales Tax must be enabled in QBO in order to sync taxes from Quipli to QBO. You will need both a Tax Agency and a Tax Rate added in QBO. Please reference QBO's help article if needing to enable (Link to QBO help center article about adding/editing taxes.)  

1. Navigate to Accounting → Tax Codes
2. Edit your primary tax code by clicking the pencil icon next to the tax code name. Under QuickBooks Tax Code, select the QuickBooks tax code you want taxes mapped to.
   
   
   
   
3. If you are unsure which tax code is your default, check Default Location Configuration under Tax Codes.
4. If you use multiple tax codes in Quipli, repeat this process for each tax code and map them to the appropriate QuickBooks tax rate and agency.
    

Payout Mapping

QBO Payout Sync feature must be enabled by the Quipli support team. This allows you to group already synced payments together into one deposit in QBO so the payout can be matched to your bank deposit. 

1. On Quickbooks Online Setup page under Accounting, map the two additional fields
   • Stripe Deposit Account - This will be your checking account
   • Stripe Fee Expense Account - Expense account for stripe credit card fees