Quickbooks

Learn how to connect Quickbooks with Alguna

This page explains how to sync your accounting between Alguna and Quickbooks. If you are looking to use Quickbooks to send invoices directly to customers and collect payments, click here. Below is a detailed guide on how to connect Quickbooks to seamlessly synchronizw invoices and payments, manage your chart of accounts, and handle payment reconciliation using Alguna.

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Connecting Quickbooks

To connect your Quickbooks account to Alguna, follow these steps:

1. Go to the Integration View in Alguna.
2. Click Connect on the tile with Quickbooks.
3. Choose the Quickbooks organization you wish to connect to Alguna.
   • If you’re testing in the sandbox environment, we recommend connecting to a Quickbooks Sandbox.
4. Authorize the connection between Quickbooks and Alguna.
5. Set Alguna as your source of truth for customer and invoice creation.
6. Optionally, import existing customers from Quickbooks into Alguna (this can be done at a later date as well).
7. Set up your accounting ledger and payment accounts for proper ledger entry mapping.

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Connection Scope

When connected to Quickbooks, Alguna syncs the following fields to ensure accurate accounting:

• Accounts:

  • Chart of Accounts: Alguna syncs invoices and payments to the appropriate ledger account in Quickbooks, based on your setup.

• Customers:

  • Customers created in Alguna are synced to Quickbooks, allowing smooth invoicing and payment management.

• Items:

  • All line items on invoices, including quantities, pricing, tax rates, and amounts, are synced between Alguna and Quickbooks.

• Invoices:

  • Issued invoices, including details such as due dates, amounts, and tax breakdowns, are sent to Quickbooks.

• Payments:

  • Payments made through Alguna are synced to Quickbooks for reconciliation.

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Syncing & Linking Accounts

During the onboarding process, Alguna allows you to import existing customers from Quickbooks into Alguna. This simplifies customer management by keeping records up to date.

Once synced, we recommend using Alguna as your source of truth for customer creation. Alguna only manages customers (not suppliers) during syncs with Quickbooks, matching Quickbooks’s contacts feature that covers both customers and suppliers.

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Accounting Sync & Payment Reconciliation

During the Quickbooks setup process, you can decide how you would like invoices to sync with Quickbooks. Alguna provides flexibility with three sync options:

1. Only When Issued:

   • When an invoice is sent to the customer, Alguna automatically syncs it to Quickbooks as an open invoice.
   • Payment reconciliation occurs outside of Quickbooks, directly with your payment providers.

2. Only When Paid:

   • Invoices are created in Quickbooks only after they are issued and the payment is collected via Alguna.
   • Quickbooks will not be aware of any open invoices until the payment is processed and synced.

3. When Issued and Paid:

   • The invoice is synced when it is issued and again when payment is collected via Alguna, ensuring that both stages are reflected in Quickbooks.

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Details Synced

When Alguna syncs invoices and payments to Quickbooks, the following details are transferred:

Details Synced to Quickbooks	Description
Invoice Type	Defines whether it’s a sales invoice or credit note.
Invoice Number	A unique identifier for the invoice.
Status	Indicates whether the invoice is open, paid, or void.
Currency Code	The currency used for the invoice.
Date	The date the invoice is issued.
Due Date	The payment due date of the invoice.
Line Items	All individual items billed in the invoice, including associated quantities, prices, and tax amounts.
Line Item Code (SKU)	A SKU code for each item, which can be customized on a per-customer basis.
Line Item Name	The name of the product or service.
Quantity	Number of units billed.
Price Per Unit	Unit price of the item.
Tax Amount	The tax applied to the line item.
Tax Type	Specifies the type of tax (e.g., GST, VAT, Reverse Charge, etc.).
Associated Discounts	Any discounts applied to the item or total.

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Managing Tax

For taxable customers, Alguna can provide specific tax codes when syncing invoices to Quickbooks. Ensure that tax rates in Alguna match those in Quickbooks to prevent discrepancies.

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Payment Reconciliation

If payments are collected through Alguna, the reconciliation is automatically synced to Quickbooks. This means that the original payment source and the payment record are matched in both systems, keeping your financials accurate.

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Using Quickbooks for Customer Invoicing

In addition to syncing with Quickbooks for accounting purposes, you can also choose to use Quickbooks to send invoices directly to customers and to collect payments. For more information on using Quickbooks for customer invoicing, click here.