Configuring QuickBooks Online Exporter

The QuickBooks Online Exporter plugin sends data from Ubersmith to QuickBooks Online (QBO). It is a one-way export. Changes that you make in QuickBooks Online do not come back to Ubersmith.

The plugin exports these items:

• Clients
• Service plans
• Invoices
• Payments
• Credits
• Refunds
• Tax rates

The plugin links each Ubersmith item to a QuickBooks Online item, for example client 1001 to a QuickBooks Online customer. This link is a mapping.

You must already have a QuickBooks Online company.

Do these tasks in this order:

1. Turn off Automatically apply credits in QuickBooks Online.
2. Configure the plugin.
3. Connect to QuickBooks Online.
4. Configure the accounts.
5. Do a Preliminary Export.
6. Fix the mappings, if necessary.
7. Do a Complete Export. This also turns on the automatic export.

Use the Logs tab to find the cause of errors at any time. See Find errors in the logs.

Turn off Automatically apply credits in QuickBooks Online

QuickBooks Online turns on Automatically apply credits by default. The plugin does not know about payments that QuickBooks Online makes automatically, so this setting causes duplicate data. If the setting is on, the plugin disconnects and shows an error.

1. Log in to QuickBooks Online.
2. Click the Gear icon.
3. Select Account and Settings.
4. Click the Advanced tab.
5. In the Automation row, click the Pencil icon.
6. Clear Automatically apply credits.
7. Click Save, then Done.

Configure the plugin

1. Go to Settings > Plugins. For more information, refer to the article "Using Plugins".
2. Click QuickBooks Online Exporter, then make sure that the plugin is ENABLED.
3. In the Modules section, click add new instance.
4. In the Brands field, select the brand to export.
5. In the Mode field, select Sandbox to connect to a QuickBooks Online test company, or Production to connect to your real company. When you change the mode later, the plugin disconnects from QuickBooks Online.
6. In the Plugin log level field, select how much information the plugin logs: Error, Warning, Info, or Debug. Each level includes the levels before it.
7. In the Max number of log files to keep field, select the number of log files. The plugin makes one log file each day and deletes the oldest file.
8. In the Log requests and responses to QuickBooks Online? field, select Yes only to find a problem. This setting makes a large quantity of log data. It needs the Debug log level.
9. In the Display name format when merging with existing customers field, type the format that the plugin uses to find a client that already exists in QuickBooks Online. The default is [first] [last] ([clientid]).
10. In the Title format when merging with existing plans field, type the format that the plugin uses to find a service plan that already exists in QuickBooks Online. The default is [title] ([plan_id]).
11. In the QBO customer display name export format field, type the format of the customer display name in QuickBooks Online. The plugin always adds the client ID to the name, so that each name is unique. For example, [first] [last] makes John Smith (1001).
12. Click Save.

To open the plugin, click Go to Plugin Home. The plugin has the tabs Connection, Accounts, Export, Mapping, Logs, and Help. Some tabs are available only after you complete the previous steps.

Connect to QuickBooks Online

1. On the Connection tab, click Connect.
2. Log in to QuickBooks Online, and answer the two-factor authentication questions if necessary.
3. Select your company, then click Next.
4. Click Connect.

The plugin opens the Accounts tab.

To disconnect, click Disconnect on the Connection tab, then confirm.

Configure the accounts

The Accounts tab sets the QuickBooks Online accounts that the plugin uses. The lists show all of the accounts in your QuickBooks Online company. To get new accounts from QuickBooks Online, click Refresh QuickBooks accounts.

1. In the Income Account section, select the income account for service plans:

• In Per Service Plan Config, select Use Quickbooks web connector config or Use default value for all.
• In Default Income Account, select the account.

1. Optional: In the Expense Account section, set Use Expense Account to Yes, then select the Default Expense Account.
2. In the Payments account field, select the account for payments.
3. In the Refunds account field, select the account for refunds. To use the payments account, select Use same account as payments.
4. Click Save.

The plugin shows "Your QBO Accounts are configured!". Click Go to the Export tab.

Do a Preliminary Export

A Preliminary Export exports clients, service plans, and tax rates. It does not export invoices, payments, credits, or refunds. You must do a Preliminary Export before any other export. You can do it again as many times as necessary.

1. On the Export tab, in the Manual Exports section, turn on Schedule a Preliminary Export.
2. Click Proceed.
3. When the export completes, look at the number of successes and failures.
4. If there are failures, find the cause on the Logs tab. Correct the data in Ubersmith, then do the export again.

Fix the mappings

If the plugin finds more than one possible QuickBooks Online item for an Ubersmith item, it shows a mapping error. Fix the mapping errors on the Mapping tab. The Mapping tab is available after the first manual export.

Select a match

1. On the Mapping tab, click the Edit icon in the row of the item type, for example Clients.
2. In the list of mapping errors, click Search in the row of the error. The QBO Matches section shows the possible matches.
3. Click Select for the correct match.
4. Click Proceed, then click Continue.

Add, edit, or delete a mapping

1. On the Mapping tab, click the Edit icon in the row of the item type.
2. In the Search section, select Ubersmith or QBO, then type the Entity ID.
3. In the results, click the plus icon to add a mapping, the pencil icon to edit it, or the delete icon to delete it.
4. Confirm the change, then click Continue.

Apply the changes

The Has Edits column shows the item types that have changes. To send the changes to QuickBooks Online, click Schedule Export to apply changes. To cancel them, click Discard all changes.

Do a Complete Export

A Complete Export exports all data, including invoices, payments, credits, and refunds, from a date that you select. Select a date after the data that you already exported correctly, and after the closed books date in QuickBooks Online.

1. On the Export tab, in the Manual Exports section, select the Complete Export start date. Click Select a date, or edit to change it.
2. Turn on Schedule a Complete Export.
3. Click Proceed.
4. When the export completes, look at the successes and failures, and correct the errors.

When you schedule a Complete Export, the plugin also turns on the automatic export.

Automatic export

The Export Sync exports new and changed data every five minutes. It turns on when you schedule a Complete Export. To turn it on or off manually, use the Export Sync section of the Export tab.

• In the Time Range section, you can set the hours when the automatic export can run.
• To set the counts of successes and failures back to zero, click Reset results.
• If an export stops and does not continue, click Remove lock.

Do a Partial Client Export

A Partial Client Export exports only some clients, with all of their data: invoices, payments, credits, and refunds. It does not export service plans or tax rates. Use it to export data again after you correct an error.

For example, a client does not have a last name. The client fails to export, and the invoices of the client also fail. Add the last name in Ubersmith, then do a Partial Client Export for the client.

1. On the Export tab, select Partial Client Export, and select the start date.
2. Select the clients:

• In Add a Client ID, type a client ID, and add it to the list. Do this for each client.
• Or, click Auto Populate to add the clients that failed in earlier exports. Select the export type and the date range, then click Populate.

1. Turn on Schedule a Partial Client Export.
2. Click Proceed.

You can also export only some items of one type, for example some invoices, instead of clients.

Find errors in the logs

The Logs tab shows the log files of the plugin. The plugin makes one log file each day.

1. On the Logs tab, click the name of a log file. The search window opens.
2. In Log Levels, select the types of records to show: errors, warnings, information, or debug.
3. In limit number of log records, set the maximum number of records.
4. Optional: Turn on Starting from time?, then select the time.
5. Click Search.
6. To see the data of a record, open the JSON column. Select Raw or Pretty Print, then click Copy Code to copy it.

To download the logs, click Download in the row of a file, or Download files as .zip for all files.