Overview
Flex integrates with QuickBooks Online to give you a quick and easy way to push invoices, payments, and purchase orders from your Flex system to QuickBooks Online. Additionally, you can sync payment information from QuickBooks Online into your Flex system.
The articles in this section will show you how to connect to your QuickBooks Online account, explain the integration settings, and show how to export invoices, purchase orders, and payments.
- Connecting Flex to Your QuickBooks Online Account
- QuickBooks Online Integration Settings
- Syncing Accounts from QuickBooks Online to Flex
- Sending Invoices from Flex to QuickBooks Online
- Sending Payments from Flex to QuickBooks Online
- Sending Purchase Orders from Flex to QuickBooks Online
- GL Account Hierarchy When Exporting to QuickBooks Online
- Retrieving Payments from QuickBooks Online
The Purpose of QuickBooks Online Integration with Flex
This integration was developed because of customer demand for a more seamless way to build jobs in Flex, then invoice clients in QuickBooks Online.
The integration is executed by using Flex workflow on any financial element (Quotes, Invoices, Purchase Orders, etc.). The workflow is highly customizable, so you can change element status, child actions performed, emails sent, and more as the export to QuickBooks Online takes place.
How It Works
Flex sends certain information to QuickBooks each time you Export or Re-Export to QuickBooks. Flex can also receive information when a Received Payment is imported from QuickBooks.
The Flex Fields below are included in the integration with QuickBooks and correspond to the listed QuickBooks Field. The fields are applicable to the listed Flex Elements.
Flex Field |
QuickBooks Field |
Notes |
Flex Elements |
| Document Number | Doc Number | na | Invoice, Credit Memo, Received Payment, Purchase Order |
| Payment Ref Number | na | Received Payment | |
| Transaction Date | Transaction Date | as set in Menu > Integrations > QuickBooks > Element Map | Invoice, Credit Memo, Received Payment, Purchase Order |
| [line items] | [line items] | the line items from the element | Invoice, Credit Memo, Received Payment, Purchase Order |
| Sales Tax Rule | Transaction Tax Detail | as set in Menu > Projects > Element Definitions > [element] > Accounting Options OR as edited on the element | Invoice, Credit Memo, Received Payment, Purchase Order |
| Parent Document’s Name | Private Note | Together with Parent Document’s Number, this is included if the element has a parent document. | Invoice, Credit Memo, Received Payment, Purchase Order |
| Parent Document’s Number | Private Note | Together with Parent Document’s Name, this is included if the element has a parent document. | Invoice, Credit Memo, Received Payment, Purchase Order |
| Client | Customer | If Job Costing is enabled, then also includes information determined by element’s job name field. | Invoice, Credit Memo, Received Payment |
| A/R GL Account | AR Account Ref | as set in Menu > Integrations > QuickBooks > Element Map | Invoice, Credit Memo, Received Payment |
| AP Account Ref | as set in Menu > Integrations > QuickBooks > Element Map | Purchase Order | |
| Due Date | Due Date | na | Invoice, Credit Memo, Purchase Order |
| Payment Term | Sales Term Ref | as set in Menu > Projects > Element Definitions > [element] > Accounting Options OR as edited on the element | Invoice, Credit Memo, Purchase Order |
|
Shipping Address (of Venue) |
Shipping Address | The Default Shipping Address checked in the Contact > Addresses. Included if a venue exists on the element. | Invoice, Credit Memo, Purchase Order |
| Shipping Method | Shipping Method | as set in Header | Invoice, Credit Memo, Purchase Order |
|
Notes (at element level) |
Customer Memo | as set in Header | Invoice, Credit Memo |
| Memo | as set in Header | Purchase Order | |
| Customer PO | PO Number | this is NOT currently supported due to QuickBooks constraints | Invoice, Credit Memo |
| Department or Location | Class Ref | If Class Tracking is enabled, based on Definition's class tracking name. | Invoice, Credit Memo |
|
Mailing Address (of Client) |
Bill Address | the Default Mailing Address checked in the Contact > Addresses | Invoice, Credit Memo |
| Total Payment | Total Amount | as seen in Totals tab | Received Payment |
| Payment Method | Payment Method | as set in Header | Received Payment |
| Vendor | Vendor | na | Purchase Order |
|
Mailing Address (of Vendor) |
Vendor Address | the Default Mailing Address checked in the Contact > Addresses | Purchase Order |
| Status | PO Status | Open or Closed status of the element | Purchase Order |
Terms and Definitions
Workflow - A series of actions that is applied to an element in Flex (like an Invoice, Purchase Order, etc.) to represent the life cycle of the element. For purposes of this integration, an element needs to have a workflow action to export to QuickBooks. This is set up in default workflows.
Financial Element - An element in Flex that has financial information, like price per item, sales tax, and total amount. Most financial elements in Flex are eligible to be exported to QuickBooks Online.
Export - Sending a financial element from Flex to QuickBooks Online. As mentioned above, the export is executed as a workflow action on the element.
GL Account - What Flex calls financial accounts. The equivalent in QuickBooks Online is your Chart of Accounts. You can sync your Chart of Accounts in QuickBooks Online to your GL Accounts in Flex. GL Accounts can then be set on resource types, inventory groups, and individual inventory models so they route properly in QuickBooks Online after exporting.
Resource Type - Applied to line items on financial elements in Flex to determine which stock to pull from.
Class Tracking - A feature in QuickBooks Online that allows you to assign invoice line items to a pre-determined Class. Flex integrates with this functionality and has a setting to determine what the Class will be set as when exporting to QuickBooks Online.
Miscellaneous Line Item - A line item in Flex that isn't a part of your regular inventory.
Sales Account - A setting in Flex that allows you to set a sales GL Account on a resource type, inventory group, or specific inventory model. See more in GL Account Hierarchy When Exporting to QuickBooks Online.
Purchase Account - A setting in Flex that allows you to set a purchase GL Account on a resource type, inventory group, or specific inventory model. See more in GL Account Hierarchy When Exporting to QuickBooks Online.
QuickBooks Online Type - A setting that determines the type of element that will be created in QuickBooks Online (Invoice, Payment, Purchase Order, etc.) for each type of Flex financial document.
Authorized Users - Specific Flex users who are authorized to use the QuickBooks Online integration. Users who are not authorized will receive an error message when attempting to export elements to QuickBooks Online.
Authorized Groups - Specific Flex security groups that are authorized to use the QuickBooks Online integration. Users who are not authorized OR do not belong to an authorized group will receive an error message when attempting to export elements to QuickBooks Online.