QuickBooks Online

This video shows QuickBooks Online in ECHOPS: connecting your QuickBooks company, the mapping and the start date, what goes to QuickBooks and what comes back, the Sync log and fixing errors, clients paying through QuickBooks Payments, and disconnecting.

Where it lives

Open Accounting, under More, then the QuickBooks tab. Only owners and admins see it; members and viewers don't. Settings, then Integrations, has a QuickBooks card that brings you here too. Before you connect, the tab lists what goes across, and nothing is sent until you start syncing.

Connecting

Click Connect to QuickBooks. It takes you to Intuit's own sign-in page: sign in, pick your company and allow the connection. You come back to this tab, connected. ECHOPS reads your accounts, items and payment methods and pre-picks the mapping.

The mapping

Open Mapping and start date to check the picks: the item on invoice lines, or let ECHOPS make one called ECHOPS sales; where payments go, by hand and online; the accounts for materials and sub payments; the account each way of paying comes out of; and one for each expense category.

Start date

Pick a Start date: nothing dated before it goes to QuickBooks. Click Save mapping, then Start syncing. The card shows Syncing, the last sync, and tiles for what was sent this month, what's waiting to retry, and what failed. To change the start date later, Pause first.

What goes across

Within about five minutes, new and changed records go across: clients, and each job under its job number; invoices and credits; payments, applied to their invoice; and job costs, each on its job: materials bought on orders, sub payments and expenses. Edits and voids follow. Sync now sends them right away.

Payments coming back

One thing comes back: a payment recorded in QuickBooks against an invoice ECHOPS sent. It's recorded on the invoice here, noted Recorded in QuickBooks, and never for more than what's left. A payment ECHOPS sent isn't recorded twice, and one deleted in QuickBooks is undone here.

The Sync log

The Sync log lists everything: when, the record, what happened, the QuickBooks id and the details. Click a record to open it. Skipped says why something didn't go, like a payment on an invoice from before your start date, which you record in QuickBooks by hand.

Errors and Retry

When QuickBooks refuses something, the line says Failed and why, in plain words, like a date in a period that's closed in QuickBooks. It tries again by itself, after five minutes, thirty minutes, two hours, then daily, six tries in all. Fix the cause, then click Retry.

Reconnecting and help

If QuickBooks ends the connection, the card says Needs reconnecting and nothing is sent. Owners and admins get one alert and one email. Click Reconnect QuickBooks: nothing is lost. For help, click Need help beside the Sync log, or Ask support on a failed line, which attaches that line to your message.

QuickBooks Payments

Once QuickBooks Payments is on in your QuickBooks, turn on Cards or Bank transfer under Online payments through QuickBooks, and Save. Then, in Settings, Online payments, pick Stripe, QuickBooks Payments, or Let the client choose. The invoice gets a Pay with QuickBooks button, and the payment comes back by itself. ECHOPS adds no fee.

Pause or disconnect

Pause stops sending until you start again. Disconnect ends it: nothing more goes to QuickBooks, and payments stop coming back. What's already in QuickBooks stays there, and connecting the same company again picks up where it left off.

Go through the mapping with your bookkeeper before you click Start syncing, and look over the Sync log in the first week. Next: Takeoffs from plans.