Setting up QuickBooks Online Integration

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Keep your books up-to-date automatically with sales activity that happens in Flight Schedule Pro by connecting your QuickBooks Online account.

Sends all billing activity to QuickBooks Online including sales, payments, returns, etc.

Supports account payments and spend of money on account. Customer balances in QuickBooks Online are kept up-to-date
Allows for full use of QuickBooks Online reports to see sales by customer, account, and product.
Audit trail and error reporting so you know what was sent to QuickBooks Online and when.

QuickBooks Online Integration Setup Guide

Before setting up QuickBooks Online Integration: You must have already activated and setup the Flight Schedule Pro Billing Hub. You must have a QuickBooks Online account and have your products, taxes, and customers setup in QuickBooks Online

It's recommended that you proceed with set up in the following order: 

Connect your QuickBooks Online Account
Setup mappings
  1. Map your product items
  2. Map your tax items
  3. Map your customers
  4. Define other Settings

Connect your QuickBooks Online Account

Prerequisite: Flight Schedule Pro Billing Hub must be activated and you must have a QuickBooks Online account

Go to: Settings>Integrations>QuickBooks Online
Click "Connect"
Enter your QuickBooks Online username and password when prompted
You're connected!

Setup mappings for Products, Customers, and Taxes

Mapping makes sure the correct items in Flight Schedule Pro and Quick Books Online are linked together, so billing activity can be updated automatically.

Map Products

Prerequisite: Set up Product & Service items in Flight Schedule Pro and in QuickBooks Online

Go to Settings > Integrations tab > QuickBooks Online > Product Mappings

For each FSP Product/Service, select the QuickBooks Product/Service it should be mapped to when transactions are synced.

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Once an item has been linked, it can be unlinked and changed to another item by clicking unmap.

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Mapping Taxes 

Prerequisite: Set up Taxesin FSP and in QuickBooks Online

Go to Settings > Integrations > QuickBooks Online > Tax Mappings

For each Tax in FSP, select the QuickBooks Tax it should be mapped to when transactions are synced. Once a tax has been linked, it can be unlinked by clicking unmap.

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Map Customers

Prerequisite: Set up Customers (Set up User Roles and Add/approve users) on FSP and in QuickBooks Online

Go to Settings > Integrations > QuickBooks Online > Customer Mappings

For each FSP person, select the QuickBooks Customer it should be mapped to when transactions are synced. Once a tax has been linked, it can be unlinked by clicking unmap.

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You may have a large amount of people to map. Using the Filter tool can make it easier to map groups of people as you need to.

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Define other settings

There are a number of settings to be defined before you can use the the QuickBooks integration. You will need to map your Checking and Accounts Receivable accounts.

You will also need to map items for Account Payment bonuses, Credit and Debit memos, and Fuel Reimbursements. All of these QuickBooks items should be linked to an income account with detail type Discounts/Refunds Given. 

 

These settings are not optional and the integration will not sync data unless they are defined. 

 

To do so, go to Settings > Integrations > QuickBooks Online > Settings (Edit)

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