This document provides comprehensive guidance on integrating QuickBooks Online with Flxpoint to automate accounting operations. It covers essential setup requirements, authentication steps, and configuration options for syncing data such as purchase orders, invoices, and sales receipts. Users can follow structured instructions to establish a secure connection, map sources and channels, and enable key accounting exports. With a focus on ensuring accuracy and efficiency, this guide helps streamline financial data management within Flxpoint.

How to Connect

• ℹ️
  Before you Get Started
  Here’s what you need to do before integrating QuickBooks Online (Pro) with Flxpoint.
QBO Setup Info
• Before You Get Started
  You’ll need to prepare your QuickBooks Online account by adjusting Account & Settings.
  
  Account Settings Location
  These settings are on the main page of QuickBooks, under Accounting (on the left) "Chart of Accounts"
  
  Accounts Settings
  Ensure you have a "Sales of Product Income" account and an "Accounts Payable (A/P)" account. If not, create them using the New button at the top-right of QuickBooks (choose the correct Account Type / Detail Type).
  
  General Settings
  

  • Sales → Sales form content: enable Shipping & Custom Transaction Numbers
  • Sales → Products and services: enable “Show SKU Column” & “Track Quantity and Price/Rate”
  • Expenses → Bills and expenses: enable “Show Items Table” & “Track expenses and items by customer”
  • Expenses → Purchase Orders: enable “Use Purchase Orders” & “Custom Transaction Numbers”
• How to Connect
  
  

  1. Go to Settings (gear icon on the left) → Accounting.
  2. Click the Blue + Icon to create a new QuickBooks Online connection.
  3. Select QuickBooks Online, then click Save and Proceed.
• New or Existing Connection
  

  • Choose an existing connection or click + New Connection.
  • Enter a Connection Name, select the Environment (Production or Sandbox).
  • Click Generate a New Authorization Token to log in and authorize Flxpoint for the QuickBooks API.
  • After allowing access, you’ll be redirected back to Flxpoint, which saves your tokens automatically.
  • When your connection is ready, click Save and Proceed.
• Configure Settings
  

  • Enable or disable "Link to Existing Sales Receipts."
  • Click Save and Proceed.
• Accounting Operations
  

  • Enable toggles for Fulfillment Requests, Invoices, Orders, Shipments.
  • Select which Source(s) or Channel(s) to map; multiple selections are allowed.
  • Click Save and Complete to finish your setup.

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Accounting Operations 

Below is an overview of how Flxpoint integrates with QuickBooks Online. We have two main operation sets: Accounting Orders and Accounting Transactions. Each set handles different parts of syncing orders, purchase orders, and invoices between Flxpoint and QuickBooks.

Naming Conventions

Flxpoint and QuickBooks sometimes use different terms for the same concept:

• Orders from a sales channel in Flxpoint → Sales Receipt in QuickBooks
• Purchase Orders share the same name on both platforms
• Invoices from a source/supplier in Flxpoint → Bills in QuickBooks

Purchase Order & Invoice SKU Differences

If the SKU your supplier sends back on an invoice does not match the SKU sent on the corresponding purchase order, QuickBooks will be unable to associate the invoice items with the previous purchase order items. Consequently, the invoice cannot be created.
 

Purchase Order SKUs

QuickBooks does not handle SKUs well at the purchase order level, which is a major limitation. Flxpoint implements QuickBooks’ suggested workaround by:

• Only allowing mapping to the SKU field in the Send Accounting Purchase Orders mapping template
• Mapping the purchase order item SKU to QuickBooks SKU by default
• Copying the SKU to the QuickBooks Description field

Source Linking

If you have existing supplier accounts in QuickBooks Online and want to link purchase orders or bills (invoices) from Flxpoint to those suppliers, ensure the source name in Flxpoint matches the supplier account name in QuickBooks.

Tax

Tax is built to work with QuickBooks Automated Sales Tax. Flxpoint sends the total tax amount of the order to QuickBooks. QuickBooks determines the correct agency based on your business location and the shipping destination. U.S.-based QuickBooks accounts created after November 17, 2017 automatically use Automated Sales Tax, but legacy users can find more information here.

Accounting Orders

Accounting Orders primarily deal with syncing order-related data (e.g., sales receipts, tax info) from Flxpoint to QuickBooks. 

Accounting Transactions

Accounting Transactions handle deeper financial processes such as purchase orders, fulfillment requests, and invoices (bills).