In this article, we will review the steps required to integrate your QuickBooks account with Archie. Before starting these steps, you must have already created an account in QuickBooks.
Step 1. Integrating your QuickBooks account with Archie
Go to "Settings / Integrations / App marketplace"
Locate the QuickBooks app and click "View Integration"
Click "Connect QuickBooks account"
Enter your QuickBooks credentials and Log in
Note: If you already logged into your QuickBooks account from the same browser that you are using for Archie, you will be taken directly to the "Allow access" step
Click Allow access
You will be redirected back to the home page
Step 2. On your QuickBooks account
Log into your QuickBooks account.
Enable custom invoice numbers, Archie will generate these numbers, you can refer to this video with steps how to do this in QuickBooks.
Disable auto apply credits on invoices, Archie will perform this action internally, you can refer to this link with steps how to do this in QuickBooks
Step 3. Enabling your QuickBooks integration
Go to "Settings / Integrations / App marketplace"
Locate the QuickBooks app and click "View Integration"
Turn on the switch button located in the QuickBooks logo
You are now ready to start using this app
Archie tip: If you have more than one location, you will need to repeat the same steps for each of your locations
Step 4. Configuring your synchronization settings
Go to "Settings / Integrations / App marketplace"
Locate the QuickBooks app and click "View Integration"
Click the Configuration tab
Under Synchronization type select:
Automatic: If you want all of your elements from Archie automatically synced with QuickBooks
Manual: If you want to manually select which elements from Archie will be synced with QuickBooks
Archie tip: If you were previously working with the Manual setting, of if you were already working without QuickBooks, selecting the Automatic setting won't sync elements that were already created, the Automatic setting will be applied to new elements moving forward.
Step 5. Creating your tax codes & link them
Go to "Settings / Billing/ Tax Codes"
Click "Add a tax code"
Enter your tax code name
Click the Add tax button
Enter the information for your Tax
Click Confirm
Select the tax recently created
Click Link a QuickBooks tax
Select the QuickBooks tax from the dropdown list (This list comes from your QuickBooks account)
Click Confirm and click Confirm again to finish the process
Repeat this step if you would like to configure additional taxes
Step 6. Link your payment accounts
Go to "Settings / Billing/ Payment accounts"
Locate the payment method that you want to link
Click the 3 dots button and click edit
Click the Link button under the QuickBooks configuration frame
Select the account to link (This list comes from your QuickBooks account)
Click Confirm and click Confirm again to finish the process
Archie tip: You can easily identify which payment account has been already linked with QuickBooks by looking for the Green QuickBooks logo added next to the account.
Archie tip 2: You can create your custom payment accounts by clicking the "Add payment account" which can also be linked to QuickBooks
Step 6.1 Adding a processing fee & link them
Go to "Settings / Billing/ Payment accounts"
Locate the payment method that you want to add a processing fee
Click the 3 dots button and click edit
Click the Add processing button button under the processing fee configuration frame
Add your Flat and/or percentage values
Select which account would you like to link this fee to
Click Confirm and click Confirm again to finish the process
Step 7 (Final): Linking everything you sell to your QuickBooks products
Every element, product, service, or plan that you sell on your site must be associated to a QuickBooks equivalent. If this is not done, An invoice with an item not associated will encounter an error error called "Item code missing in accounting configuration" in your Archie invoice sync log when syncing between Archie and QuickBooks.
Click on the 3 dots of every item you have configured in settings, then Inventory. I can be a rooms, a desk, an office, a resource, a product, a service, a plan, or a day pass.
Scroll down to the QuickBooks configuration section of the item edition panel and click on Link a QuickBooks item
Select the Item that you want to connect (This list comes from your QuickBooks account, it will display your Quickbooks products)
Click Confirm
Click Save & continue and click Finish to complete the process
Now, you are ready to go, the set up is finished
Archie tip: Remember to perform this step for all items sold in your workspace. This includes one time fees and deposits.
Additional information 1: How to fix an invoice that failed to sync
Go to "Billing & products / Invoices"
Locate the Invoice desired
Click the 3 dots button
Click See history
Click the Sync tab
Identify the error & how to fix it in the table below & fix the issue based on the error
Open the invoice
Click at the top right button called "Force Sync" - this should work
If it did not work, repeat the steps above to uncover the new sync error and fix it.
Sync error type & how to fix it
Error description | Meaning & how to fix it |
Item code missing in accounting configuration | One of the items in the invoice has not be linked to a Quickbooks equivalent. To fix it, follow the step 7 of this guide above to link all your items to your Quickbooks products & force sync the invoice to fix it. |
Additional information 2: Working with Invoices between Archie and QuickBooks
Invoices sync one way between Archie and QuickBooks. If an invoice is created or modified in Archie, it will automatically be updated in QuickBooks. However, if an invoice is modified in QuickBooks, it won't be changed in Archie. Therefore, it is strongly recommended to always modify your invoices in Archie to avoid configuration issues.
If you create a credit note in Archie, it will create a "credit memo", which is the equivalent of a credit note in QuickBooks, the payment will be synced as well.
If you create a credit note in Archie, and you use it to pay an invoice, the credit note will sync and create a "credit memo" in QuickBooks, however, the invoice won't be marked as paid in QuickBooks.
Payments sync in both directions. If a payment to an invoice is made in Archie, it will be synced with QuickBooks, and vice versa.
When your synchronization setting is set to manual, every invoice will display "not synced."
To force syncing of an invoice | To turn the sync on |
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Additional information 3: Linking Archie Personal/Team Accounts to QuickBooks Automatically
When an invoice is synced in Archie, the system will automatically search for the corresponding account in QuickBooks.
If the account exists: Archie will automatically link it to QuickBooks.
If the account doesn't exist: Archie will create it in QuickBooks.
Note: To ensure accounts are linked automatically, they must have the exact same name in both systems.
If Archie finds more than one matching account, it won't complete the link automatically. You'll need to link the account manually by following these steps:
Go to the account in Archie.
Click on the Billing section.
Select Connect QuickBooks Account.
Choose the correct QuickBooks account from the list.
Additional information 4: Modifying the QuickBooks account associated with an user
Go to the account that you want to modify
Click the Billing tab
Under the QuickBooks account frame, click the 3 dots button and select:
Disable automatic sync to stop the automatic syncing for this specific account
Disconnect QuickBooks account to disconnect this specific QuickBooks account from this user
Archie tip: If you have more than one location in your workspace, A QuickBooks account is created on every location that the user makes a purchase, if you want to disable or disconnect a QuickBooks account from a user for all locations, you will have to do this step in each location