trackr iO can be integrated with QuickBooks Online (QBO). The integration will sync the contacts, products, and invoices between the platforms.

Getting started with QBO Integration

Contacts

This is a two-way integration, so if you create or edit a contact in either platform, the same will be reflected in the other platform. You will see the QBO icon against all customers, which will enable you to link through to the contact in QBO. When you open a contact, you can also re-map the associated QBO contact.

Invoices

When you create an invoice in trackr iO, the invoice will be sent immediately to QBO, with all line items, taxes and item codes. The invoice will be assigned to the linked contact. The invoice will also contain the pool address, date of service and invoice notes. You will see the QBO icon against all invoices, which will enable you to link through to the invoice in QBO.

Products

Products are read from QBO. If you need to edit the product, you must do so in QBO. You will see the QBO icon against all products, which will enable you to link through to the product in QBO. When you open a product, you can also re-map the associated QBO product.

Payments

If you mark an invoice as paid in either platform, it will be applied to the other platform. The Stripe integration allows you to charge Stripe fees and assign fees collected and paid to the relevant QBO account. Please see the Stripe integration section for more information.

1. Navigate to Setup

2. Click on Integrations

3. Select QuickBooks

4. Click on the Connect to QuickBooks button.

5. Once done, you will be redirected to the QuickBooks Online login page. If you were already logged into your QuickBooks Online account, you will be prompted to connect to QuickBooks.

6. If this is not the account select the "Use a different account" link.
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7. Once trackr iO detects an active login for QuickBooks Online, you'll be prompted to connect trackr iO and QuickBooks. Click on the Connect button.
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1. The Data Initialization starts by copying data from QuickBooks Online. Depending on the number of customers and products that exist in QuickBooks Online, this may take a minute or two to complete.

2. The Sync Contacts process starts with analyzing if your trackr iO contacts can be matched to customers in QuickBooks Online.
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3. You will then be prompted to choose the customers that will be created in QuickBooks Online. By default, all unmatched customers will be created in QuickBooks.

4. Select the Skip radio button to prevent the contact from syncing to QuickBooks Online.

5. The Skip All and Create All buttons will allow you to toggle all contact skip options.

6. Click Next to push contacts to QuickBooks Online. If there are more than 100 unmatched contacts in trackr iO, you'll need to repeat the process through the remaining customers.

7. The next steps in the Sync Contacts process will match QuickBooks Online customers with trackr iO, then you will be prompted to Skip or enable the contact to be created. By default, all contacts are enabled to sync.

8. Select the Skip option to prevent QuickBooks Online customers from syncing.

9. Click on the Next button to allow enabled contacts to sync from QuickBooks Online. If there are more than 100 unmatched contacts in QuickBooks Online, you'll need to repeat the process through the remaining customers.

1. The Sync Products step will evaluate if products match between trackr iO and QuickBooks Online.

2. Click on the Continue sync products button if:

3. If you have existing items in trackr iO, this process will only delete the products that are NOT associated with quotes, jobs, or job templates.

Click on the Delete Unassociated Products to remove these unused products in trackr iO.

Select Yes to confirm the deletion of all unassociated products.
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4. Now that products are cleaned, click on the Continue Syncing Products button.

5. As with the syncing of products from trackr iO to QuickBooks, you will need select the Skip option to prevent that item from being created in trackr iO.

6. The process displays 100 products at at time. The "Skip All" and "Create All" buttons will toggle all of the products in the current list.

7. Clicking on the Next button will process the current product list and will then display another 100 products to be matched. Proceed through the entire list until all products have been reviewed.

Now that QuickBooks Online is connected, you need to configure the integration to trackr iO.

1. The first step in the process is to sync Taxes.

2. Tax Groups in trackr iO that are not in QuickBooks must be mapped. Select the QuickBooks Tax item that is associated with the trackr iO tax Group.

3. Click on the Save & Continue buton.

4. Select the Skip button to toggle the Create / Skip option. By default, all tax groups will be configured to sync.

5. The Skip All and Create All buttons will allow you to toggle all tax groups at once.

6. Click on the Save & Sync button to complete the sync.
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The final step in the configuration phase is to set default integration options.

7. Select the toggle to update trackr iO product prices in active jobs when changes are made in QuickBooks. This is usually not enabled because prices are tied to quotes.

8. Select the default payment method that is associated with payments may in trackr iO. It only records how the payment was received (Credit Card, ACH, Check, etc.) for reports and bank matching. Want something specific like "Credit Card – Stripe – trackr iO"? Create it in QuickBooks first, then refresh and select it here.

9. Choose where QuickBooks should record the deposit for payments processed by trackr iO. Select a Bank or Other Current Asset account. If you leave this blank, QuickBooks will use Undeposited Funds by default

10. Choose the QuickBooks tax agency to use when creating new tax codes. If not set, the first available agency will be used.

11. Required. Search and choose a trackr iO product that is linked to QuickBooks. Invoice lines that have a discount are sent to QuickBooks at full price, and a separate negative line is added for each discount using this product.

NOTE: if you do not see a Discount item, you may need to enable discounts in QuickBooks Online first.

12. Do not forget to click on the Save button to Save the integration settings.