IMPORTANT: If the user that connected Quickbooks to ConnectSx leaves your organization or their Quickbooks access is otherwise revoked, you will need to disconnect and reconnect your Quickbooks integration (This includes if their Quickbooks password changes).
If this situation occurs with your organization, you will see a 5020 error, permission denied. If you encounter this error, please try disconnecting and reconnecting your organization’s ConnectSx account to Quickbooks.
You can now connect your ConnectSx account with your QuickBooks account so you can easily send the sales order data from your cases directly to QuickBooks to generate your invoice. Follow the steps below to integrate your accounts:
Note: ConnectSx will also send the Catalog # to the SKU field in Quickbooks, so the Catalog # will appear on the Quickbooks Invoice.
How the Standard QuickBooks Integration Works
Once connected and mapped, Beacon transfers sales data directly to QuickBooks to streamline invoicing.
Feature | Standard Integration Behavior |
Trigger | Manual export via Export Sales Order Form to QuickBooks on closed events |
Line Item Information Transferred | Description, quantity, unit price, and billable amounts |
Product Mapping | Maps the Beacon Catalog # directly into the QuickBooks SKU field |
Customer Matching | Routes the invoice to the customer linked via the QuickBooks Customer ID |
First we need to connect your Quickbooks account to ConnectSx.
Navigate to Settings > Integrations in the Beacon web console.
Click +Connect next to the QuickBooks Online Integration.
Enter your QuickBooks Online credentials on the Intuit login page.
Click Connect to authorize Beacon to access your QuickBooks account.
Verify that the button status changes to Disconnect QuickBooks Account upon returning to Beacon.
NOTE: In order to FULLY DISCONNECT from your account, you must ALSO log into your QuickBooks account, navigate to the “Apps” page, and disconnects the ConnectSx app there.
NOTE: If the user who established the initial connection changes their QuickBooks password or leaves the organization, Beacon will return a 5020 Permission Denied Error. To resolve this, click Disconnect QuickBooks Account, log into QuickBooks Online under Apps > My Apps to deactivate the app, and reconnect using valid credentials.
Mapping Facilities to QuickBooks Customers
Login to Quickbooks
Navigate to your Customers screen
Click on the target customer name
Locate the Customer ID at the end of the browser URL (e.g.,
nameid=123, where123is the ID). Copy the Customer ID from the URL of this page, you should see text at the end of the URL, such as “nameid=1”, 1 would be the customer ID.
Open Beacon and navigate to Directory > Facilities.
Select the facility corresponding to the QuickBooks customer.
Paste the copied Customer ID into the QuickBooks Customer ID field and click Save.
Repeat for all customer facilities entered in Beacon.
Now, when you have a closed case/event, you can click “Export Sales Order Form to Quickbooks” to send this data to Quickbooks and generate your invoice, or set this up to occur automatically in the settings.