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Accounting Integration Setup

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Overview

Flex can integrate with both QuickBooks Desktop and QuickBooks Online. This integration allows you to push Invoices and other elements from Flex directly to QuickBooks, preserving line items, totals, and more.

Integration with QuickBooks costs an additional $25 (US) per month. If you are not paying for QuickBooks integration, then the Accounting Integration page on the Financials menu will be locked. Contact Flex Sales for more information.

Setting up QuickBooks Desktop Integration

 

To properly set up QuickBooks Desktop integration, you will have to download two files:

  • The QuickBooks Web Connector (from the Intuit website).
  • The QB Web Connector File from the Financials menu in Flex.

The Web Connector (from Intuit) will load the QB Web Connector File (from Flex), and this is how Flex and QuickBooks will communicate. Every time you push an Invoice or another element from Flex to QuickBooks, you will have to run the connector file to complete the push.

How to set up QuickBooks Desktop integration:

  1. On the Financials menu, click Accounting Integration and verify that QuickBooks Desktop is the only option selected in the Enabled Accounting Systems section.
  2. Download and install the QuickBooks Web Connector from the Intuit website.
  3. On the Financials menu in Flex, click Download QB Web Connector File.
  4. Open the QuickBooks Web Connector (the one you downloaded from the Intuit website).
  5. Click Add An Application, then locate and add the Flex Rental Solutions web connector file (the one you downloaded from the Financials menu in Flex).
  6. Enter your Flex password in the Password field of the web connector file that loaded.
The password must be the password of the user who downloaded the QB Web Connector File. Their Flex user information is hard coded in the connector file.

You can now change some of the options in the Flex web connector file, including if the connector file auto runs (and how often), or you can disable the auto run and have it run manually. To run the connector file manually, click the check box on the left-hand side of the connector file, then click Update Selected.

Setting up QuickBooks Online Integration

 

Setting up QuickBooks Online integration is much easier than setting up QuickBooks Desktop integration since you don’t have to download a web connector or web connector file. Online integration only requires a connection between Flex and QuickBooks Online that can easily be activated within Flex.

How to set up QuickBooks Online integration:

  1. On the Financials menu, click Accounting Integration.
  2. Verify that QuickBooks Online is the only option selected in the Enabled Accounting Systems section.
  3. Click the QuickBooks Settings tab.
  4. Click the Connect to QuickBooks button in the QuickBooks Online section. This will bring you to an authorization page where you will enter your QuickBooks Online user ID and password.
  5. After entering your password, you will be asked to authorize the connection. Click the Authorize button to allow the connection between Flex and QuickBooks Online.

After completing these steps, Flex will reload and the connection will be complete. You can verify the success of the connection by going back to the Accounting Integration page (on the Financials menu), then going to the QuickBooks Settings tab and verifying that the QuickBooks Online section shows a green (successful) connection.

 

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