You can update your QuickBooks Integration settings at any time.
Sections on this page:
- Disconnecting Stax Bill From QuickBooks Online
- Data Map
- Ledger Mapping
- Tax Mapping
- Event Log
When you disconnect Stax Bill from QuickBooks, all synchronization information will be removed from Stax Bill and cannot be restored. If you re-connect Stax Bill to the same QuickBooks account, your Customers and associated invoices, payments, etc., will be duplicated.
To completely disconnect Stax Bill from QuickBooks Online, click the Disconnect button. You will be asked to confirm this action as it cannot be undone.
Choose the default behaviour for when a Stax Bill customer is activated. By default, when activation occurs, Stax Bill will automatically create a new QuickBooks customer. This is usually the preferred action, but if you are in the process of 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, and you can also override this setting on any individual customer.
Stax Bill only synchronizes customers with QuickBooks when activated; Draft customers are not synced to QuickBooks.
Also, choose whether your QuickBooks Online account is a sandbox account or not. Stax Bill uses this information to connect to the appropriate resources on the QuickBooks platform.
Choose the fields that Stax Bill will use to generate the "Display Name" field in QuickBooks when a new customer is created. This allows you to use meaningful data from Stax Bill to create new customers in QuickBooks. Usually, if you are a B2B organization, you would choose the Company Name and perhaps the Customer ID and skip the First and Last Name. If you are B2C, you might 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 you 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.)
You can change the ledgers that Stax Bill uses to write Earned Revenue and Discount information on this page.
- The Earned Revenue ledger is where all invoice transactions will be synced. Most customers will choose an "Undeposited Funds" ledger so that the transactions can be later reconciled with bank statements and the funds moved into Deposited Funds or similar.
- You can choose whether to track discounts as an expense or not 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 would like to track Discounts as an expense, choose one of the other ledgers in the list; QuickBooks comes with a default "Discounts Given" ledger, which can be used for this purpose.
Note: When you change the ledger mapping(s), only new transactions are affected. Stax Bill does not retroactively change any transactions that have already been synced to the previous ledgers.
You can configure how taxes are synchronized to QuickBooks Online on this page. Choose whether to roll up taxes into a single liability ledger or map each tax type in Stax Bill to its corresponding equivalent in QuickBooks.
Note: Mapping to individual taxes requires some additional configuration in QuickBooks before Stax Bill invoices will synchronize properly. You will need to configure all of the 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 will need to 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. If you are relying on Stax Bill's taxation reporting to keep track of taxes, then this option may be preferable for you.
- Mapping individual Stax Bill tax rules to QuickBooks requires more upfront configuration, but it does offer the advantage of having all of Stax Bill's tax information properly recorded in QuickBooks and therefore it can be incorporated into QuickBooks tax reports which may include tax information from other parts of your business.
The Event Log page shows you the details of all events passed from Stax Bill to QuickBooks. It provides useful information when troubleshooting synchronization issues and discussing them with Stax Bill Support.
- Click on the Stax Bill ID to go to the Customer record for an event.
- Click Details to show the detailed request/response contents of an event. This information may help you determine what the specific error was.