Once QuickBooks Online has been activated by contacting Stax Bill Support and connected, you will need to configure the connection. You can always make changes after the wizard by selecting the appropriate tab.
QuickBooks Configuration
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- From the left menu, navigate to Settings > Integrations > QuickBooks Online.
- Click Setup Integration. If you have already set up the integration, use the tabs, as pictured above, to navigate.
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Step One Settings
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- Choose the default behaviour for when a Stax Bill customer is activated on the QuickBooks Online Integration setup wizard. When activation occurs, Stax Bill will automatically create a new QuickBooks customer by default. This is the preferred action, but if you are synchronizing Stax Bill customer records to existing QuickBooks records, you may want to change this to "Do not create a customer in QuickBooks online" until you have finished that process. You can come back and change this default at any time. In addition, you can override this setting on an individual customer. Note: Stax Bill only synchronizes customers with QuickBooks when activated; Draft customers are not synced to QuickBooks.
- You can choose whether to receive an email when your QuickBooks Online account is about to expire. You can set it to email a particular role or email account.
- Click Next.
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Step Two Data Mapping
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- In Step 2, choose the fields Stax Bill will use to generate the "Display Name" field in QuickBooks when a new customer is created. This gives you some flexibility in using meaningful data from Stax Bill to create new customers in QuickBooks.
- Usually, if you are a B2B organization, choose the Company Name and the Customer ID and skip the First and Last Name. If you are B2C, skip the Company name and use First and Last instead.
- The Stax Bill ID is always included in the Display Name field when a new record is created; however, you can modify this field in QuickBooks (for example, if you use it for other business processes). In this case, you should set the next option to "No." Stax Bill does not need the information in this field once the record has been created.
- Note: The QuickBooks "Display Name" field is the only field where the Stax Bill ID can be stored. Therefore, if you choose to have Stax Bill not maintain that field and/or edit it on the QuickBooks side to remove the Stax Bill ID, there will be no way to search in QuickBooks for a specific Stax Bill ID. (You can still search for Company Name or First/Last, synchronized to other fields within QuickBooks Online.)
- Click Next.
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Step Three Ledger Mapping
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- In Step 3, choose a set of QuickBooks ledgers in which Stax Bill transactions will be mapped. The ledgers list is pulled from the QuickBooks company account you connected to in Step 1. You can search the QuickBooks ledgers using the search icon.
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- The Earned Revenue ledger is where all invoice transactions will be synced. Most customers will choose a "Deferred Revenue" ledger so that the transactions can be later reconciled with bank statements and the funds moved into Earned Revenue, Deposited Funds or similar. This Deferred Revenue ledger will need to be created in QuickBooks.
- You can choose whether to track discounts as an expense with the Discount Expense option. The default setting is "Do Not Recognize." If you choose this option, then Stax Bill will not track discounts as separate transactions in QuickBooks, and only the net amount of the charges will be synced. If you want to track Discounts as an expense, choose one of the other ledgers in the list; QuickBooks has a default "Discounts Given" ledger, which can be used for this purpose. You can also create a Deferred Discount Asset ledger, which must be created in QuickBooks. You can then reconcile and move discounts to an Earned Discount ledger or similar.
- Also, choose the ledgers to track Cash, Write-Offs, and Credits. If you are using the default QuickBooks ledgers, these would typically map as follows:
- Cash - Undeposit Cash ledger. You can also select a bank account or Cash ledger if you would like to bypass reconciliation.
- Write-Offs - Bad Debts expense ledger.
- Credit - a promotional expense ledger.
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- Click Next.
- In Step 3, choose a set of QuickBooks ledgers in which Stax Bill transactions will be mapped. The ledgers list is pulled from the QuickBooks company account you connected to in Step 1. You can search the QuickBooks ledgers using the search icon.
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Step Four Tax Mapping (Optional)
If you have a taxation module installed in QuickBooks Online, you must map tax entities. If you do not, this step will not appear.
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- In Step 4, if taxation is enabled in Stax Bill, you will see a 4th step to the wizard, as shown below.
- Choose whether to roll taxes into a single liability ledger or map each tax type in Stax Bill to its corresponding equivalent in QuickBooks.
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Note: Mapping to individual taxes requires some additional configuration in QuickBooks before Stax Bill invoices will synchronize properly. You must configure all relevant tax rules in QuickBooks before they can be mapped in Stax Bill. See Setting up Taxes for Use with QuickBooks Online for more information.
Each choice has pros and cons, which you must assess based on your business needs.- Rolling up into a single liability is much simpler and does not require a lot of additional configuration in QuickBooks. This option may be preferable if you rely on Stax Bill's taxation reporting to keep track of taxes.
- Mapping individual Stax Bill tax rules to QuickBooks requires more up-front configuration. Still, it does offer the advantage of having all of Stax Bill's tax information properly recorded in QuickBooks. Therefore it can be incorporated into QuickBooks tax reports which may include tax information from other parts of your business. See Setting up Taxes for Use with QuickBooks Online for more information.
- Click Done to complete the wizard and return to the QuickBooks setup page.
- In Step 4, if taxation is enabled in Stax Bill, you will see a 4th step to the wizard, as shown below.
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- The next step will be to set up product mappings to be sent to QuickBooks Online.
For more information on updating these settings after initial configuration, see Updating QuickBooks Integration Settings.