QuickBooks – integration overview and setup

Integrating Scoro with QuickBooks allows you to view all your invoices and bills in Scoro. You can run reports, view financial data about your customers and projects, and display important metrics on your dashboard. Also, the invoices issued with Scoro can be synced to QuickBooks.

The sync between QuickBooks and Scoro works both ways and can be set as manual or automatic. After integration, you can configure which data you'd like to synchronize.

If your Scoro site has multiple entities, you can connect each account to a different QuickBooks account. 

This article provides an overview of the QuickBooks integration, shows how to connect QuickBooks to Scoro, and explains how the integration works once they're connected.

1. Connecting QuickBooks with Scoro

To connect your QuickBooks account with Scoro:

1. Go to Settings > Site settings > Integrations.
2. Click on the QuickBooks integration.
3. Click Connect to QuickBooks.
   
4. Select the company you want to link and authorize Scoro to access information in QuickBooks by clicking Connect.
   
   Note! If you're not logged in to QuickBooks, you'll be prompted to log in to QuickBooks first.
   
5. If the currencies between Scoro and QuickBooks don't match, the connection cannot be activated. To fix this and connect both systems, choose between the following options:
   • Change the base currency used in Scoro under Settings > Sales and finance > Currencies
     OR
   • Change the currency or enable multicurrency in QuickBooks under Settings > Advanced > Currency.
     

When you've ensured that the currencies match, refresh the page to finish the connection setup. After that, you'll see the integration settings page, and you can start configuring how information is shared between the two systems.

2. Configuring the integration settings

2.1. Select what data to sync

You can then further control what data to sync between Scoro and QuickBooks and how information is managed between the two systems.

Products

• Products can be synchronized in both directions, but only one way at a time.
• Products are always synchronized between two systems when they are attached to a synchronized bill or an invoice, even if the products category is not enabled. 

Note! QuickBooks allows only one finance account linked with a product from the QuickBooks side. This means that if you choose a different finance account on a document line, with the sync to QuickBooks, the finance account field will get updated according to the saved data on the QuickBooks side.

Contacts

• Contacts can be synchronized in both directions, but only one way at a time.
• When synchronization direction From Scoro is selected, all companies and persons that are on the suppliers or clients list in Scoro are imported to QuickBooks as customers or vendors. If a contact is listed as a client and a supplier, the (v) will be included in the vendor's name in QuickBooks.
• If a customer or a vendor is an individual in QuickBooks, it will be synchronized to Scoro as a person.
• When you sync a new contact from Scoro to QuickBooks, Scoro will send the contact over with the currency you've defined in the client profile. If you have not assigned any client profile to the contact, Scoro will use the site’s default currency when syncing the contact to QuickBooks. Once the currency has been set in QuickBooks, it can no longer be changed. 
• Contacts are always synchronized between two systems when they are attached to an invoice or a bill, even if the Contacts category is disabled.

Projects

• Projects can be synchronized only from QuickBooks to Scoro.
• New QuickBooks projects can be matched with already existing projects in Scoro
• When matching QuickBooks projects with existing Scoro projects:
  • Project names in both systems have to match
  • Clients in both systems have to match (if the clients don’t match, a new contact is created to Scoro)

Invoices

• Invoices can be synchronized in both directions but only one way at a time.
• Credit notes created from sales invoices are part of the invoices synchronization.
• When syncing projects with invoices, don’t add multiple projects to one invoice, because QuickBooks doesn’t support adding multiple projects to one invoice. If multiple projects are added to an invoice in Scoro, the invoice won’t be connected to any of the projects in QuickBooks.

Receipts

• Payments can be synchronized in both directions, but only one way at a time.

Bills

• Bills can be synchronized in both directions, but only one way at a time.
• When syncing projects with bills, you can use projects on each line.

Classes

• QuickBooks Classes can be synchronized only from QuickBooks to Scoro.
• To sync classes with Scoro, class tracking has to be turned on in QuickBooks, and they must be tracked per document line.

Background items

• Background items include data that changes less frequently and is required for the sync to work properly. This includes tax rates, finance accounts, and tracking classes.
• Background items can be synced automatically (hourly, daily, or weekly) or manually (as needed).

You can also set a start date for each active category. All objects created or modified after this date will be included in the sync. The start date cannot be earlier than the first time QuickBooks was connected to Scoro. The date will be disabled after the initial sync.

2.2. Sync settings

Once you've sorted out what data to sync, you can further customize your synchronization settings.

Synchronization

You can choose whether you want to sync the data automatically or manually.

With automatic synchronization, you can select from the dropdown field whether you want to sync the data hourly, daily, or weekly.

With manual synchronization, you can instantly sync your data whenever you need in the following ways:

• To sync all objects at once, click the Synchronize now button.
  
• To sync a single type of object (for example, only invoices) or only background items, click the arrow button at the end of the corresponding row.
  
• To sync a single object over to QuickBooks:
  • Open the object you want to sync:
    • Invoices (can be sent until the payment is attached)
    • Bills (can be sent until the payment is attached)
    • Receipts (can be pulled from invoice or bill until the sales document is fully received)
    • Contacts
  • Click the QuickBooks actions button and select Send to QuickBooks.

Default income and expense accounts

Use the Default expense account for bills and Default income account for products dropdown fields to set the default income and expense accounts for new products synchronized from Scoro to QuickBooks.

Key things to note about the default income and expense accounts:

• The default expense account is added to the synchronized bill line if no product is added.

• Even with the default income account applied, you can select a different one when modifying a product in Scoro and define the expense account (if required).

Sync documents without tax

Enable the Sync documents from QuickBooks without tax details if you'd like the bills synced over to Scoro to contain only the subtotal.

3. Advanced filtering

Instead of transferring all invoices, bills, and contacts between Scoro and QuickBooks, create bookmarks for specific items to be pushed from Scoro to the other system. 

Note! There are two filters that are not suitable for bookmark-based syncing between Scoro and QuickBooks and will be overwritten when these filters are added:

• Users - the filter selection will be ignored and ‘All users’ will be used
• 'Status' for invoices - will be ignored and 'All receipt statuses' will be used

If you use an automatic sync, then the integration will sync only the bookmarked documents to QuickBooks. And the rest of the documents, out of the bookmark, will not be synced.

If you use manual sync, then you must trigger the system to sync the bookmarked documents, either through the Synchronize now button from the settings panel: 

Or from the document list view, by selecting all bookmarked documents and using the QuickBooks action button: 

4. File sync

You can sync the invoice and bill attachments from Scoro to QuickBooks in two ways:

• Automatic – attachments will be synced together with the invoices and bills
• Manually – use the Quick actions button in the invoice and bill detailed view to sync the attachments to QuickBooks.

5. Modifying tax rates and finance accounts

When the QuickBooks integration is active, taxes and finance accounts cannot be modified in Scoro. Documents created with old tax rates will not be synced before tax rates are updated.

6. Frequently asked questions

Which QuickBooks versions are supported by Scoro?

Scoro can only be connected with QuickBooks Online. If you're using QuickBooks Desktop, you can easily convert it to QuickBooks Online with the help of this manual.

Which status is used for the invoices when sending them to QuickBooks?

Invoices are sent from Scoro to QuickBooks with the 'Open' status.

Does QuickBooks and Scoro sync multi-currency?

Yes, QuickBooks and Scoro integration has multi-currency support, with the only limitation being that QuickBooks allows having one currency per contact. All the transactions related to that contact must be in the same currency.

How are the products matched between Scoro and QuickBooks during the initial sync?

Scoro and QuickBooks use product names to match the products during the initial sync.