Quickbooks Online

The QuickBooks Online (QBO) integration will allow you to connect your Chargify account directly to your QBO account to automatically sync your customers and the transactional data associated with them.

Availability

The integration is included for free on Advanced plans (and higher), or available as a $99/month add-on for Essential plans and older Chargify plans.

When you enable the QBO integration through Chargify, you may use the integration across all your Sites without any additional costs. The $99/month fee to use the integration grants you access to use QBO across all test and live sites.

Version Compatibility

At the moment this integration only works with the US and Canadian versions of QuickBooks Online.

Available Webinar

For a brief overview of what the QuickBooks Online integration offers, we recommend viewing an archived copy of our webinar that was showcased upon release of the feature. You can access the video below:

How it works

All paid sales are synced from Chargify to QBO as “Sales Receipts”. A “paid sale” is anything that your customer has paid for, recorded when it is deemed paid.

Paid sales include:

  • A normal, periodic billing that is paid immediately
  • A mid-period prorated allocation change for which payment is captured
  • A normal, periodic billing that is finally paid after dunning
  • Charges that are covered by an existing balance credit (i.e. a negative balance), recorded when they happen
  • One-time charges that are captured immediately
  • External payments that pay an outstanding balance
  • Payments made against an invoice

Paid sales do not include:

  • Charges before they have been paid (i.e. periodic billing where the credit card is declined)
  • Prorated downgrades that give money back
  • One-time charges that are deferred until normal periodic billing
  • Invoices that have been generated but not paid

Additionally, refunds are synced from Chargify to QBO as well. This includes both external refunds and refunds for funds collected in Chargify. These show up as ‘Refund’ into your QBO account.

We sync these “Sales Receipts” to existing customers based on email address. If no email is found it will create a new customer record in your QBO account.

Please note that if you change a customer’s email address in Chargify you will want to change it in QBO as well to ensure the sync continues to sync to the correct customer.

The following is how the line items look in Chargify vs. when its synced to QBO:

Taxes

If you collect taxes in Chargify, and want that information synced to QBO, you will need to ensure you have taxes turned on in your QBO account:

Once enabled whenever a taxable paid sale is synced, the taxes will be included on the Sales Receipt:

Both Custom Taxes and Avalara Taxes will sync to QBO.

Syncing multiple currencies

If you have multiple Chargify sites with different currencies and want them all to sync into the same QBO account, this is possible by enabling the “Multicurrency” option in QBO.

  1. Click the cogwheel in the upper right hand corner of your QBO account and select “Account and Settings”
  2. On the left navigation bar click the “Advanced” tab
  3. Click the “Currency” section and enable “Multicurrency”
  4. Review the in-app information as this permanent, then save if you want to proceed
  5. Once saved click “Manage Currencies” and ensure every currency you want to sync is added

Moving forward all customers and sales receipts synced will have the same currency as the Chargify site they were synced from.

When is data synced?

Data is synced within 5 minutes of the payment being received by Chargify.

For your initial sync, if moving over all data, it can take a bit longer. If you don’t see anything after an hour please let us know.

How to enable the integration

Before you enable the integration you will want to review the tax and currency sections above. These need to be enabled before you start your initial sync. Additionaly if you plan to sync more than one site into the same QBO account review the class section below, this also needs to be enabled before you sync.

Navigate to the ‘Integrations’ tab in your Chargify account and click the ‘QuickBooks Online’ tab in the lower lefthand corner.

If you are on the Advanced plan or higher you will be able to enable the integration for free. All other plans, when you click the ‘Enable QuickBooks Online Integration’, it will add $99/month to your Chargify plan that will be collected at next renewal.

Click the ‘Enable QuickBooks Online Integration’ button to continue.

Step 1:

Click the “Begin your Automation” button to advance.

Step 2:

Click the “Connect QuickBooks and continue to step 3” button. If you are already logged into QBO you will be prompted with a screen to allow Chargify to sync to your account. To proceed, click the ‘Authorize’ button in the lower right hand corner.

If you are not logged into your QBO account, it will prompt you to login and then you can follow the same process as above. Either way, after clicking ‘Authorize’ you will be redirected to step 3.

Step 3:

On this step you will determine what historical data (if any) you want to sync over. You can choose:

  • Sync all data

  • Sync from a specific start date

  • Start fresh and not import historical data.

You will also need to determine which income account the sync will filter into. This account will represent payments received through Chargify. The default is called Chargify Clearing Account, since what you deposit to your bank may eventually be different from this account after credit card fees are deducted.

The default option is to create a new default account – but you can choose from any of the other options as well.

To finish the sync click the “Send options and continue to last step” button.

Step 4:

If successful, you should see a success message and you are all set. You can navigate out of the integrations tab and you should see the data show up in QBO shortly.

Linking products and components to income accounts

Once you have the sync enabled and sales receipts created in your QBO account, you will be able to set the products and components associated with the receipts to be in a specific income account. You can do so retroactively and once set all future syncs will get moved into the correct income account.

The first step would be to setup the income accounts you want to set for the products and components, if they aren’t already created. To do so:

  1. Navigate to the “Accounting” tab on the left side of the screen in your QBO account
  2. Click the “New” button and fill out the appropriate information
  3. Repeat step 2 as many times as needed to setup all the income accounts

Next is to set the products and components to map to these income accounts.

  1. Navigate to the “Sales” tab on the left side and then click the “Products and Services” at the top of the screen
  2. Click the “Edit” link on the right side for the component or product you want to map
  3. Change the field labeled “Income Account” to be set to the income account you created previously
  4. Check the box labeled “Also update this account in historical transactions” to update existing sales receipts
  5. Click “Save and Close” at the bottom of the screen.

Repeat the above process for each product and component. Once this is completed it will continue to map with all future syncs!

Utilizing class to track multiple sites

If you have more than one site syncing into QBO you will likely want to track which sales receipt is associated with which site. To do this you can turn on classes in your QBO account and Chargify will automatically sync the subdomain into this column.

  1. Click the cogwheel in the upper right hand corner of your QBO account and select “Account and Settings”
  2. On the left navigation bar click the “Advanced” tab
  3. In the “Categories” section check the box to track classes
  4. Choose to ‘track the entire transaction’ or ‘one to each row in transaction’, see image below how each of these shows
  5. Save the “Categories” section

Once the above steps are taken you will see the subdomain synced to the class for each sales receipt:

Do not delete the class created by the integration, this will cause the integration to stop syncing sales receipts

Re-authorizing QBO account

Once you have the integration enabled and you view the ‘QuickBooks Online’ tab you will see some new options. The first button will be labeled ‘Reconnect my QuickBooks Online account’ and is used to re-authorize your QBO account or switch which QBO account you are connecting to.

Once clicked you will follow the same steps you did at setup to authorize your QBO account and select which imports steps you want to take. Please note that if you wish to sync all historic data again you will need to use the ‘Disable the current automation’ outlined below.

One use of the ‘Reconnect my QuickBooks Online account’ button would be to switch which income account synced transactions utilize by default.

Disabling the integration

You have a few options when it comes to disabling the integration.

If you wish to disconnect the current QBO account you are syncing to, so you can connect to a new one, click the “Disable the current automation” button. This will disconnect the current account you are syncing to and allow you to go through the setup process to connect to another.

If you wish you disable the integration entirely click the “No longer using this integration? Disable QuickBooks Online” link at the bottom of the page when in the “QuickBooks Online” integration section.