Quickbooks Integration Overview
Updated
Introduction
ControlHub's (CH) integration with Quickbooks Online (QB) automates the transfer of data between both systems, ensuring accuracy, reducing manual data entry, and providing a comprehensive overview of purchasing activity in Quickbooks. This guarantees that your Quickbooks account displays precise and current details of your ControlHub purchases.
Setup Guide
To connect ControlHub with Quickbooks:
- Log in to Quickbooks in your browser.
- In a new tab, open ControlHub, go to Company Settings (gear icon ⚙️ on the top-right of the screen), and then head over to the General Settings tab.
- Find the Connections section,select Quickbooks from the ERP dropdown and click Connect.
- You will be redirected to QuickBooks. Click the green Connect button.
- In ControlHub’s Company Settings (gear icon ⚙️ on the top-right of the screen), head over to the ERP tab, where you will find your recently imported Quickbooks Accounts, Classes, Locations, Departments, etc.
- If you want some of these elements (Accounts, Classes, Locations, Departments, etc.) to not be Active in ControlHub and/or not available for your ControlHub users, you can deactivate them on this same screen.
Sync Features
Vendors
Vendors automatically import from Quickbooks into ControlHub as soon as the integration is completed, as well as updated daily with overnight sync's.
Additionally, every time a PO or Bill is created in ControlHub for a new Vendor that does not exist in Quickbooks, you have the option to enable the creation of these new Vendors in Quickbooks instantly as soon as the PO or Bill is exported. This ensures your Vendors list is always sync'd between both systems.
Items
Items automatically import from ControlHub into Quickbooks, supporting accurate item tracking and inventory management.
Additionally, every time a PO is created in ControlHub with new Items that do not exist in Quickbooks, you have the option to enable the creation of these new items in Quickbooks instantly as soon as the PO is exported. This ensures your Items list is always sync'd between both systems.
Accounting Categories and Custom Fields
Accounts, Classes, Locations, Departments, etc. automatically sync and update daily to ControlHub, ensuring accurate financial reporting and analysis.
We also support your PO Custom Fields in Quickbooks to ensure POs always include them in both systems.
If you want some of these elements (Accounts, Classes, Locations, Departments, etc.) to not be Active in ControlHub and/or not available for your ControlHub users, you can deactivate them. You also have the flexibility to activate/deactivate them for specific objects (i.e. POs, Bills, etc).
POs (Purchase Orders)
POs automatically and instantly export to Quickbooks as soon as they are created or edited in ControlHub. This ensures Quickbooks is always up to date with all your latest orders and purchases.
POs' status are also sync'd in real time, so when a PO is marked as Open, Closed, or Canceled in ControlHub, it's also updated in Quickbooks.
Additionally, automatic orders placed via ControlHub CheckOut with our integrated vendors (such as Amazon, McMaster, Uline, and DigiKey) \generate automatic POs in both systems.
Card Transactions
Transactions from ControlHub Cards (virtual or physical cards) are exported as Expenses to Quickbooks with detailed coding for each transaction, including Expense Account, Class, Department, Location, etc.
This process completely automates the card reconciliation process in Quickbooks.
Furthermore, Receipts attached to Transactions in ControlHub are also automatically exported to Quickbooks' Expenses, enhancing documentation and audit trails.
Bills
With ControlHub’s Bill feature, you can manage Bills/Invoices directly from ControlHub to ensure 2-way or 3-way Match vs. POs.
You can also enable the automatic export of Bills from ControlHub to Quickbooks so all Bills/Invoices are available in both systems in real time.
Additionally, Bills can be split across multiple categories (Accounts, Classes, Departments, Locations, etc.) for more detailed financial reporting accuracy.
Bill Payments
If you pay your Bills from ControlHub, our Quickbooks integration also exports Bill Payments to Quickbooks in real time, ensuring accurate financial records.
Conclusion
ControlHub's integration with Quickbooks offers businesses a powerful tool to synchronize in real time your company’s purchasing activity with your accounting and financial workflows. By providing detailed transaction insights and offering comprehensive import and export capabilities, the integration empowers businesses to maintain accurate, up-to-date financial records of all of their purchasing activity.
Implementing this integration generally leads to improved financial management, reporting, and decision-making, ultimately contributing to the success and efficiency of business operations.
