QuickBooks Setup Guide

Summary

This article provides step-by-step instructions for connecting your QuickBooks Online account to OpenSolar. Integrating these platforms allows you to sync contacts, invoices, and payment records, streamlining your accounting workflow and reducing manual data entry.

Table of Contents

• Overview

• Prerequisites

• How to Connect QuickBooks

• Configuring Ledgers & Tax Rates

• Key Features & Syncing

• Important Notes & FAQ

Overview

The OpenSolar QuickBooks integration enables a seamless flow of data between your project management and accounting workflows. By linking these platforms, you can automatically push invoices and payment records, reducing manual entry and mitigating the risk of human error.

Prerequisites

Before starting the setup, ensure:

1. QuickBooks Account: You must have an active QuickBooks Online account with administrative privileges.

2. Browser Settings: Ensure your browser allows pop-ups for OpenSolar, as the QuickBooks authorization window opens in a new modal.

How to Connect QuickBooks

Follow these steps to link your accounts:

1. Navigate to Cashflow > Settings > Accounting integrations

2. Locate the QuickBooks card and click the Connect button.

3. A pop-up window will appear. Log in with your QuickBooks credentials.
   

4. If you manage multiple companies, select the specific company you wish to sync with OpenSolar.

5. Click Connect to authorize the secure OAuth flow.

6. Once authorized, you will see a confirmation page within the OpenSolar modal.
    

Configuring Ledgers & Tax Rates

After connecting, you must map your accounts to ensure data is categorized correctly in QuickBooks:

• Tax Rate Mapping: It is mandatory to select and save a 0% tax record mapping.

• Missing 0% Tax: If your QuickBooks account does not have a 0% tax rate, you must create one manually in QuickBooks (Taxes > Edit Settings > Add Custom Rate) before completing the OpenSolar setup. 

• Ledger Selection: Choose the appropriate ledger accounts for your solar sales and payments.

• Save: Click Save to finalize the mapping.
   

Key Features & Syncing

1. Invoices

• Automatic Sync: When an invoice is issued in OpenSolar, the system automatically attempts to push it to QuickBooks. You can monitor the status of this sync in the CashFlow tab.

• Manual Sync: You can also manually push invoices from the All Payments page.

2. Payment Records

• Once an invoice is marked as "Paid" in OpenSolar, the system will push the payment record to QuickBooks to balance the ledger.

• Note: If you use integrated payment methods (e.g., card payments), the system may push the record automatically upon successful transaction.

Important Notes & FAQ

• Prevention of Double Payments: To maintain data integrity, if you push an invoice to QuickBooks and manually mark it as paid within QuickBooks first, OpenSolar will detect this and will not push a duplicate payment record if the invoice is later paid through OpenSolar CashFlow.

• Tax Rate Limitations: Currently, the integration requires a 0% tax rate for the initial setup.

• One Connection per Org: We currently support one QuickBooks connection per OpenSolar organization.

• Disconnection: You can disconnect your account at any time via the accounting configuration page, which will safely revoke the integration tokens.