Tutorial Video
How to use the QuickBooks Online integration
Field mappings
The following section details which fields in Unleashed's records and transactions will export to Quickbooks.
Customers and Suppliers
Customers and Suppliers in Unleashed are synced with Quickbooks based on their primary contact's names and email addresses. Each name and email address must be unique in Unleashed to sync successfully with Quickbooks, therefore Suppliers and Customers cannot have the same name or email address.
Unleashed Customer or Supplier | Quickbooks contact |
Customer or Supplier Name | Company Name |
Contact's First Name | First Name |
Contact's Last Name | Last Name |
Contact's Email Address | |
Contact's Phone Number | Phone |
Contact's Fax Number | Fax |
Contact's Mobile Number | Mobile |
Postal and Physical Address | Billing and Shipping Address |
DDI Phone Number (Customers only) | Other |
Contact's website (Customers only) | Website |
Notes (Customers only) | Notes |
GST/VAT (Suppliers only) | GST/VAT |
Sales Invoices
Unleashed Sales Invoice | Quickbooks Sales |
Customer Code | Customer (drop-down menu) |
Order date | Invoice Date |
Comments | Message displayed on invoice |
Currency Code | (Usually specified in totals) |
Product Description | Description |
Sub Total | Subtotal |
Tax Total | GST |
Total | Total |
Quantity | QTY |
Price | Rate |
Line Total | Amount |
Tax Rate | GST |
Discount | Discount (drop-down menu) |
Credit Notes
Unleashed Credit Note | Quickbooks Credit |
Customer Name | Company Name |
Credit Date | Adjustment Note Date |
Invoice Number | Memo |
Customer Currency | (Usually specified in total) |
Sub Total | Subtotal |
Tax Total | Includes GST |
Product Description | Description |
Qty | QTY |
Price | Rate |
Sub Total | Subtotal |
Tax Rate | GST |
Purchases
Unleashed Purchase Order | Quickbooks Purchases |
Supplier Invoice Date | Bill Date |
Currency Code | (Usually specified in totals) |
Sub Total | Subtotal |
Tax Total | GST |
Total | Total |
Product Description | Description |
Price | Amount on "Account details" |
Line Total | Amount on "Item details", same as QTY. |
Supplier Returns
Unleashed Supplier Return | QuickBooks Supplier Return |
Return Date | Expense date |
Supplier Return Number | Ref no. |
Currency Code | (Usually specified in totals) |
Sub Total | Subtotal |
Tax Total | GST |
Total | Total |
Product Description | Description |
Sub Total | Subtotal |
Summary of transactions between Unleashed and QuickBooks
The following section details how each completed transaction or updated in Unleashed will affect Quickbooks and its accounts, provided the they're due to export from your integration's configuration settings.
Unleashed does not keep track of the changes made within your QuickBooks account. For example, if you change settings, transactions or contact details in QuickBooks, these changes will not be synced to Unleashed.
Purchases
Unleashed | QuickBooks |
Supplier | If the Supplier doesn't already exist in QuickBooks a new contact will be created. If the Supplier already exists, any changes made to the mapped fields will update. |
Purchase Order | A Bill is generated in Quickbooks for the Supplier and the Stock on Hand (SOH) account will increase. |
Supplier Return | A Supplier Credit is generated in Quickbooks for the Supplier and the SOH account will decrease. |
Sales
Unleashed | Quickbooks |
Customer | If the Customer doesn't already exist in Quickbooks a new contact will be created. If the Customer already exists, any changes made to the mapped fields will update. |
Sales Invoice | An Invoice will be generated for the Customer in Quickbooks, increasing the Sales account. |
Shipment | A Sales Journal will be generated, the SOH account will decrease and the appropriate Cost of Goods Sold (COGS) accounts will increase. |
Credit Note | A Credit Memo will be created for the Customer in Quickbooks, decreasing the Sales account. If the Credit Note in Unleashed has the Return box ticked a Credit Journal is also created, increasing the SOH account and decreasing the appropriate COGS accounts. |
Inventory
Unleashed | Quickbooks |
Stock Adjustments and Stock Take (Stock Count) Adjustments | A stock journal is created in Quickbooks. If the Stock Adjustment adds stock value the journal will increase the SOH account. If the Stock Adjustment reduces stock value, the journal will decrease the SOH account and increase COGS accounts. |
The Unleashed Production module is not applicable to accounting provider functions and features.