Quickbooks Integration

Integrations

Nothing can be more tedious than entering the data manually on QuickBooks online. Moreover, the chances of error are more severe when we try to enter the data manually. But now with Quantic-QuickBooks integration, we have saved you from that hassle. 

QuickBooks is a popular accounting software that integrates and syncs well with Quantic. This powerful integration allows you to push your sales and customer data right to your QuickBooks account with the utmost accuracy. It makes sure that your accounting needs are well taken care of while you continue to work on Quantic and keep focusing on your routine business tasks. Here are the steps to set up QuickBooks and integrate it with Quantic.

Before heading straight to the setup, please make sure you have an active QuickBooks Online account and you are logged in to it. Also, please ensure to match the categories and payment methods in Quantic and QuickBooks accounts to avoid any kind of confusion.

Subscribe to the QuickBooks module

You can subscribe to the Quickbooks module from the Quantic backend portal. Follow the below steps.

  1. Login to the Quantic backend portal using registered email ID/Username and Password. Contact Quantic support if you face trouble logging in to the portal.
  2. Click the left navigation button, scroll down and click the Module icon as seen in the screenshot.
  1. The list of Quantic integrated modules will appear.
  2. Scroll down to the Third Party Modules, locate QuickBooks Online and click the Get button in front of it.
  1. A pop-up appears, click Get over it again and click Settings to subscribe to the QuickBooks Online module.

Setup QuickBooks Online with Quantic

You can subscribe to the Quickbooks module from the Quantic backend portal. Follow the below steps.

  1. Tap the QuickBooks Company tab as shown in the screenshot.
  2. Enter the Company ID in the field box and click.

Note: You can get the Company ID from your QuickBooks portal as shown in an illustration above. Follow this path to get it – Login to QuickBooks > Click the Settings icon on top right > tap Accounts and Settings > Click Billing & Subscription on the left – you will find the 16-digit Company ID on top. Copy this ID and paste in the above field.

  1. Tap on the button at the bottom.
  2. You will be forwarded to the Intuit page, where you can enter your username and password to access the QuickBooks account. The next screen that opens may prompt you to enter your company name for the first time setup.
  3. Follow the on-screen instructions to allow syncing your Quantic data with QuickBooks.

Mapping the Sales Data

You can map the sales data by creating a default customer. All the sales figures (EOD) will be displayed under this customer name in QuickBooks. The data can be mapped based on the item category and payment methods. Here are the steps. 

  1. Go to the Map Sales Data tab.
  2. Create a default QB customer where you want to see the end-of-the-day sales data.
  3. Enter the default QB customer name in the blank field. For example, you can keep the name as Daily Sales.
  4.  

Mapping the sold items in a combined category

  1. If you want to map all the items in a combined category regardless of their specific categories, tap the Combined Categories options as shown in the screenshot.
  2. Select the category from the drop-down.
  3. You can also create a new category by clicking the +Add button in the drop-down.

Alternatively, 

Mapping items sold in their respective categories

  1. If you want to map the items in their individual categories, click the Individual Category option as shown in the screenshot.
  2. Hover your cursor over the Category field, tap on the drop-down.
  3. It will display all the categories and subcategories you have in the POS.
  4. Select the category/subcategory that you want to map.

Note: You can also add a category/subcategory from the Catalog section in the backend portal. Follow this path – Go to Catalog in the backend portal > tap Categories on top > tap next to the category that you wish to add.

Once the category is added to the Quickbooks, you will see the Moved to QB Successfully message on your screen, and symbol will appear next to the category under the Action column.

  1. Now tap the field under Category in QB and select a category from the drop-down where you want to see the sold items for the corresponding category in QuickBooks.
  2. You can also create a new category by clicking the +Add button in the drop-down. All the items will be grouped in their respective categories.
  3. Similarly, you can add as many categories as you have in the POS by clicking the button.
  4. To delete any category, you can click the icon.

Note: For example, suppose you want to map the pizza category, so select the Pizza on the left category section and select the corresponding pizza category on the right category section. You can also create a new pizza category if you want.

Mapping the payment methods

Here you can map the sales data based on the payment method used by the guests. You can add the payment methods that you accept in your restaurant. Follow the below steps to map the sales based on the payment method.

  1. Tap the field under Payment Method.
  2. The existing payment methods will appear underneath. Select the payment method that you want to map. It may be cash credit, gift card, reward points, etc.
  1. Now tap the field under Payment Method in QB.
  2. Select the payment category corresponding to the Quantic payment method to display in your QuickBooks account.
  3. So, if you want to map the cash transactions, select or add a Cash transaction method in both sections. Doing this will display the cash transactions on the associated QuickBooks account.
  4. Similarly, you can add as many transaction methods by clicking the button at the bottom, and map those transactions on the QuickBooks.
  5. To delete a payment method, click the icon.
  6. Click , once you are done.

Mapping the Invoice Data

Mapping the invoices on QuickBooks is pretty simple. You can do it by setting up a few things without having to indulge in entering the data manually. Implement the below steps and see your invoice data in QuickBooks on the go.

  1. Tap the Map Invoice Data tab as shown in the screenshot.
  2. Enter the default QB customer name under which the unnamed invoices (invoices without customer name) should be displayed.

Note: Please note, invoices associated with the customers will be displayed under the customer name to whom the invoice addresses.

  1. Go to the Your Default QB Item section, enter the item name under which you want to display the invoiced items.
  2. Once done, click on the top right corner.
  3. Now you will be able to see the invoices in the connected QuickBooks account with the total amount and tax.

Moving Invoices to the QuickBooks

  1. Go to the Quantic dashboard.
  2. Click the left navigation button.
  3. Tap on Reports.
  4. Go to the Transaction Reports, locate Close Orders and click over it.
  1. Slide the screen to the right.
  2. Click the icon adjacent to the orders that you want to move to QuickBooks.
  1. You may be prompted to select a company in QuickBooks where you want to push the inventory data.
  2. Select the company and click Next.

Pushing Customers to the QuickBooks

Quantic-QuickBooks integration allows you to push the customer data to the connected QuickBooks account by enabling a simple functionality at the backend. This setup makes you fetch the customer data directly from Quantic database to QuickBooks.

  1. Go to the Customer tab in QuickBooks module as shown in the screenshot.
  2. Mark the checkbox adjacent to the Customers.
  3. Click .

Moving customer profile manually to the QuickBooks

  1. Go to the Quantic Dashboard.
  2. Click the left navigation button and click Customers.
  3. Tap on the customer name that you want to move to QuickBooks. In this example, we want to move John Doe to QuickBooks, so we tapped on John Doe and proceeded with the further steps.
  1. Click the button on the top right corner, as seen in the screenshot.
  2. Customer is Moved Successfully– this notification will display on your screen.

Where customer information appears in QuickBooks?

To see how a customer shows up on the QuickBooks portal, you need to log in to the QB application and follow the below steps.

  1. Login to your QuickBooks account.
  2. Click the Sales menu on the left navigation bar.
  3. Tap the Customers tab as shown in the screenshot.
  4. Search the newly added customer in the search bar as shown in the illustration. We have moved John Doe to the QuickBooks account, so we are able to see him in the QB customer portal.
  5. Tap on the customer name to view the customer details.
  1. This is how a customer shows up on the QuickBooks portal.