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Set up the QuickBooks Online Integration
Set up the QuickBooks Online Integration
Matthew James Finkel avatar
Written by Matthew James Finkel
Updated over a week ago

Use our QuickBooks Online integration to post invoices straight from OnRent to QuickBooks Online and keep your accounts up-to-date between the systems.

We’ve broken down the setup into six steps. Depending on how your business works, you might not need to complete all of these steps:

  1. Authorise

  2. QuickBooks Online customer import or export

  3. Integration settings

  4. Revenue group mappings

  5. Tax rate mappings

  6. Activate Integration

Before you begin

You’ll need a QuickBooks Online account to use our QuickBooks integration. Sign up on the QuickBooks Online website.

Get started

Head to System Setup > Integrations > QuickBooks to start the configuration.

Authorise

Hit the Connect to QuickBooks button to authorise the connection between OnRent and your QuickBooks Online account.

A window will open prompting you to login to QuickBooks if not already signed in, then use your credentials to log in.

QuickBooks Online customer import or export

Use the import contacts or export accounts buttons to bring customers in from QuickBooks or export accounts to QuickBooks.

  • If you’re an existing QuickBooks Online user and new to OnRent, import your customers from QuickBooks to create corresponding linked accounts in OnRent.

  • If you’re an existing OnRent user and new to QuickBooks, export your accounts from OnRent to QuickBooks to create corresponding linked customers in QuickBooks.

  • If you’ve used both OnRent and QuickBooks in parallel for a while but haven’t integrated the two: import from QuickBooks to create accounts in OnRent and export from OnRent to create customers in QuickBooks.

Integration Settings

Create a linked QuickBooks customer when creating an Account?

Set to YES to automatically create a new customer in QuickBooks. This account will then be linked to the customer in QuickBooks, so invoices posted are associated with this customer in QuickBooks.

Update a linked QuickBooks customer when editing an Account?

Set to YES to keep linked customers in QuickBooks up-to-date with information in OnRent. When you edit an account in OnRent that’s linked to a QuickBooks customer, OnRent will update the information in QuickBooks too.

Revenue group mappings

As mentioned above, products, services and additional charges in OnRent are assigned a revenue group for rental and sale. In this section, you map revenue groups in OnRent to QuickBooks products and services.

You’ll see a list of your revenue groups on the left and a list of QuickBooks products and services on the right. Map each account here.

Tax rate mappings

In this section, make links between tax rates in OnRent and the tax codes in QuickBooks.

These mappings are used when posting an invoice to QuickBooks in order to set the QuickBooks invoice line item’s tax rate based on OnRent's invoice item’s tax rate.

You’ll see a list of your tax rates on the left and a list of QuickBooks tax codes on the right. Map each tax rate here.

Multiple tax components

A tax code in QuickBooks can consist of multiple tax rates (rate percentages) to cater for regions where both state and city tax is applicable. Within OnRent the state and city tax rate percentages are created as separate tax rates and combined using a tax rule.

With such a tax configuration, link both OnRent tax rates to the same QuickBooks tax code.

Activate Integration

Review all of your settings, then when you’re happy press the 'Active' slider at the top to YES.

When the slider is set to YES, the QuickBooks options become visible in the OnRent system, e.g. you’ll now see a linked QuickBooks customer in your OnRent Accounts.

Get help

If you need anything, use the blue help bubble at the bottom-right to start a conversation with us


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