The following information applies to customers wanting to set up a QuickBooks accounting integration with Mintsoft.
QuickBooks Accounting Integration summary
Imports Sales Invoices from QuickBooks to Orders in Mintsoft
Imports Purchase Orders from QuickBooks to ASNs in Mintsoft
Exports Orders (manually and automatically) in Mintsoft to create Sales Invoices in QuickBooks
Option to send contact name as the sales channel name (for example, Amazon or eBay)
Changing the Accounting Integration Type - 3PL customers
If you're a 3PL customer setting this up on behalf of a client, follow the steps below:
Click Clients, then click Overview.
Find the client you want to edit.
Click Actions, then click Edit.
On the General tab, change the Accounting Integration Type to QuickBooks.
Click Save.
Note: For 3PL fulfilment-based accounting, see the separate article: QuickBooks 3PL (Fulfilment Accounting) Integration.
Changing the Accounting Integration Type - multi-channel customers
If you're a multi-channel account user, follow the steps below:
Click Settings, then click Client Settings.
On the General tab, change the Accounting Integration Type to QuickBooks.
Click Save.
Setup Connection
To successfully connect to QuickBooks, you must be using the https://om.mintsoft.co.uk URL.
To add a QuickBooks accounting connection in Mintsoft, follow the steps below:
Click Connect, then click Accounting Integrations.
Click QuickBooks, then click Add Account.
(3PL Only) Select the Client.
Set the Frequency to 15. This controls how often (in minutes) Mintsoft checks QuickBooks for new sales invoices to import as orders. Minimum value is 15 minutes.
Enable Order Import. This will import Sales Invoices from QuickBooks as Orders into Mintsoft. The frequency set in Step 4 controls how often the import runs.
Set the Number Of Days to Check back from. Enter a negative number between -64 and 0 to limit how far back Mintsoft checks for sales invoices. We recommend -7 (checks invoices from the last 7 days). Enter 0 to check all invoices regardless of date (not recommended for large QuickBooks accounts).
Set the Integration Type to Accounting. This is the standard integration type for multi-channel order accounting.
This enables channel-specific income account mapping (see the Setting Up Channel-Specific Income Accounts section below). For 3PL fulfilment-based accounting, see the separate article: QuickBooks 3PL (Fulfilment Accounting) Integration.
Configure the connection to your requirements.
Click Add.
Click Connect against the new connection, then login to QuickBooks.
You'll receive a success message advising the API key has been successfully updated.
Click Edit.
Check the Default Income Account is correct for your sales. This is the QuickBooks income account used for exported orders.
To set up channel-specific income accounts (for example, separate accounts for Amazon, eBay, Website), see the Setting Up Channel-Specific Income Accounts section below. Orders from channels without specific mappings will use this default account.
Setting Up Channel-Specific Income Accounts
For multi-channel accounting, you can map different sales channels to different QuickBooks income accounts. This allows you to track revenue separately by channel (for example, Amazon sales versus eBay sales versus Website sales).
Click Connect, then click Accounting Integrations.
Click Ledger Accounts on your QuickBooks connection.
In Account Code Type, select the sales channel name you want to map (for example, Amazon, eBay, Website).
In QuickBooks Item, select the QuickBooks income account to use for orders from this channel.
Click Add.
Repeat steps 3-5 for each sales channel you want to map to a specific income account.
How it works:
When orders are exported to QuickBooks, Mintsoft will check if there's a channel-specific income account mapping.
If a mapping exists for that order's sales channel, the order will use that income account.
If no channel mapping exists, the order will use the Default Income Account.
This is particularly useful for:
Separate P&L reporting by sales channel
Different accounting treatment for different marketplaces
Meeting specific accounting or tax requirements by channel
Configuring Purchase Order Import (optional)
To import Purchase Orders from QuickBooks as ASNs (Advanced Shipping Notices) in Mintsoft:
Click Connect, then click Accounting Integrations.
Click Edit on your QuickBooks connection.
Enable PurchaseOrder Import to ASNs.
(Optional) In PurchaseOrder Status' To Import to ASNs, specify which statuses to import (for example, OPEN, CLOSED). Leave blank to import only OPEN purchase orders.
(Optional) Enable Create Product from PO if it doesn't exist to automatically create products in Mintsoft when they don't exist but appear on a QuickBooks PO.
(Optional) Enable ASNs Imported as Awaiting Delivery (Rather than NEW) to automatically move imported ASNs to Awaiting Delivery status instead of New.
Click Save.
Note: Purchase Orders will be imported with their associated PDF documents attached to the ASN.
Configuring Automatic Order Export
To enable automatic order export from Mintsoft to QuickBooks as Sales Invoices:
Click Connect, then click Accounting Integrations.
Click Edit on your QuickBooks connection.
Enable Export Orders.
Set Export Orders Delay (Minutes) - controls how frequently orders are exported. Minimum: 15 minutes, Maximum: 1440 minutes (24 hours). We recommend 60 minutes.
Set Export Orders Since - only orders created from this date onwards will be eligible for export.
In Order Statuses To Export Orders In, select which order statuses should trigger automatic export (for example, Despatched, Invoiced).
(Optional) Select an Export Orders in Channel to only automatically export orders from a specific sales channel (for example, Amazon, eBay, Website).
(Optional) Enable Group By Channel on Export to group orders by sales channel when creating invoices in QuickBooks.
Click Save.
Once configured, orders matching your criteria will automatically export to QuickBooks at the frequency specified.
Note: Automatic order export is only available for Accounting integration type connections.
Exporting Orders to QuickBooks (manual)
To manually export orders from Mintsoft to QuickBooks, follow the steps below:
Click Orders, then click Overview.
Tick the orders you want to export.
Select Export to Accounting Integration from the Bulk Actions drop-down.
Click Go.