QuickBooks Online

The connector has two phases of data transfer:

1) The Initial transfer - this transfers all records of Products and Customers from the last 20 years as well as records of Invoices and Purchase orders from 1 day before.

The full transfer of invoices can be requested individually upon request.

2) The daily transfer - this executes a midnight push of all records to the queue that occured on that day and transfers it.

As all the records follow the queue, the length of time it takes to complete the transfer is dependent on the volume of the data and can take up 12 hours. If any invoices fail to go through, we can manually push these invoices across if you provide us with the invoice IDs.

Customer Fields:

We transfer the following fields to QuickBooks:

  • Email Address
  • Phone
  • Mobile
  • Billing Address & Shipping Address
  • First Name
  • Last Name
  • Email
  • Phone
  • Company
  • Address Line 1
  • Address Line 2
  • City
  • Country
  • State
  • Zip Code/ Post Code

Requirements and conditions to successfully transfer customer data to QuickBooks:

  1. First Name, Last Name and Email Address are required.
  2. As QuickBooks needs a unique First & Last Name for every customer, in instances where we find duplicate names, we concatenate the postcode of the customer to the last name to make the customer unique.
  3. The Email Address field is used as the ‘unique identifier’ to check if customer needs to be updated or created.
  4. Where any of the required fields (i.e First Name, Last Name & Email Address) are not pulled in from Veeqo, we will use the customer’s unique ID from Veeqo to fill the required field to have a successful transfer. E.g: In case of Email Address we will use 1234567@veeqo.com. (Need Implementation)
  5. Please note that QuickBooks is very strict with what data it accepts whereas  Veeqo is more flexible,  in some instances there will be customers which are not transferred into QuickBooks.

Product Fields:

We transfer the following fields to QuickBooks:

  • Name
  • Description
  • SKU
  • Purchase Cost (cost_price)
  • Type (Inventory)
  • Unit Price (Price)
  • TrackQtyOnHand (True/False Track Inventory on QuickBooks side or not. Currently its true always but we will make it false) (Need Implementation)
  • QtyOnHand (The total Quantity in all warehouses)
  • SalesTaxIncluded (True/False will depend on the tax_rate value in Veeqo)
  • Taxable (True/False will depend on the tax_rate value in Veeqo)
  • Asset Account Reference (Selected from setting/configuration form)
  • Expense Account Reference (Selected from setting/configuration form)
  • Income Account Reference (Selected from setting/configuration form)
  • Inventory Start Date (Only passed when product created in QuickBooks)

Requirements and conditions to successfully transfer the product to QuickBooks:

  1. As QuickBooks use the product title as the ‘unique identifier’, in order to make the title unique we have provided an option on the settings/configuration form to concatenate SKU in the title or not. Due to the length limitation from QuickBooks we are ONLY using 100 characters from the title.
  2. We are using SKU as unique identifiers to check that the product needs to be updated or created.
  3. If the Quantity of the product is updated in Veeqo, the daily sync process will transfer the updated Quantity to QuickBooks. (In future no more tracking of Inventory on QuickBooks side ) (Need Implementation)
  4. An ‘Income Account’ is required which can be selected via the settings/configuration form. If this is not selected then the default “SalesOfProductIncome” account will be used.
  5. An ‘Inventory Account’ is required which can be selected via the settings/configuration form. If it is not selected then default “Inventory” account will be used.
  6. A ‘Cost Of Goods’ account required which can be selected via the settings/configuration form. If it is not selected then default “SuppliesMaterialsCogs” account will be used.

Invoice Fields:

We transfer the following fields to QuickBooks

  • Document Number (The invoice number from Veeqo)
  • Currency Reference (Currency Code e.g GBP)
  • Line Items
  • ID (The item id from QuickBooks)
  • Line Num (The item number in the order)
  • Description (The product title/name)
  • Amount (Price * Quantity)
  • Sales Line Item Detail
  • Item Reference
  • Unit Price
  • Qty
  • Tax Code Reference  
  • Customer Reference
  • Billing Address
  • Address Line 1
  • Address Line 2
  • City
  • Country
  • State
  • Postal Code
  • Tax Detail
  • Total Tax
  • Tax Code Reference
  • Tax Line
  • Amount
  • Tax Line Detail
  • Tax Rate Reference
  • Percent Based
  • Tax Percent
  • Net Amount Taxable
  • Txn Date (Invoice Created Date)
  • Shipping Address
  • Address Line 1
  • Address Line 2
  • City
  • Country
  • State
  • Postal Code

Requirements and conditions to successfully transfer invoices to QuickBooks:

  1. The Invoice number from Veeqo is used to identify the invoice that needs to be updated or created in QuickBooks.
  2. As a customer is required to be associated with an invoice, we will first check by Email Address to find the customer on QuickBooks. If the customer cannot be found then we will look for First Name and Last Name.
  3. If a customer cannot be found on QuickBooks, then we will use the default customer with email pos@veeqo.com but in future if Email Address is not coming from Veeqo then we will use Veeqo Customer ID @veeqo.com as email. E.g 123456@veeqo.com. (Coming Soon)
  4. Product is required and we use the Full Title  to find the the product in QuickBooks.
  5. In order to transfer the delivery cost we create a product of service type in QuickBooks and include it as line Item in the invoice.
  6. In order to transfer discounts from Veeqo we have enabled an option to select the ‘QuickBooks Discount Account’ from the settings/configuration screen so that we can add the discount amount and discount account reference in invoices.
  7. The Tax rate is also transferred by using the ‘Tax Account’ selected on settings/configuration screen. The tax percentage is dependent on your tax settings on the QuickBooks side.

Purchase Order Fields:

We transfer the following fields to QuickBooks;

  • Vender Reference
  • Billing Address
  • Address Line 1
  • Address Line 2
  • City
  • Country
  • Postal Code
  • Company Name
  • Display Name
  • Primary Phone
  • Primary Email Address
  • APA Account Reference (We are using the default “AccountsPayable” from QuickBooks )
  • PO Status: (In case of Pending, Ordering, Shipping, Receiving, Returning we use “open” in QuickBooks and in case of returned / completed we use “closed” in QuickBooks)
  • Domain (Veeqo)
  • Currency Reference
  • Total Amount
  • Line Items

Did this answer your question?