QuickBooks

QuickBooks Online is accounting software for small and growing businesses. Connecting QuickBooks to Resool shows each contact's QuickBooks customer, invoices and balance due next to the conversation, lets agents create invoices and customers without leaving the inbox, and sends an invoice's PDF with its online payment link straight into the chat. Workflows can create customers and invoices in QuickBooks too.

#What you can do with QuickBooks

In the Inbox and on the contact page

• See the QuickBooks customer matched to the contact, with name, email and phone.
• Balance due: what the customer still owes, per currency.
• Invoices: each invoice with number, date, due date, total, the amount left to pay and its state: Paid, Unpaid, Overdue or Draft.
• Send in chat: send the invoice PDF in the conversation, with its total, due date and a "View and pay" link so the customer can pay online.
• Create invoice and Create customer in QuickBooks from the panel.
• View in QuickBooks to open the customer in QuickBooks.

In Workflows

• Create invoice: create a QuickBooks invoice for the contact; later steps can send {{invoice.number}}, {{invoice.total}} and more.
• Create customer: create the contact as a QuickBooks customer, or find the matching one.

#Before you begin

• You need a QuickBooks Online company and a QuickBooks user who can connect apps to it.
• QuickBooks needs at least one product or service under Sales › Products and services; invoice lines use it.
• In Resool, only workspace Owners and Admins can connect apps. Creating invoices and customers from the panel needs permission to manage contacts.
• Customers are matched to a contact by email address or phone number.

#How to connect QuickBooks to Resool

1. Go to Settings › Apps.
2. Find QuickBooks under Available now (or open the Accounting tab) and click Connect.
3. The Connect QuickBooks dialog lists what Resool will be able to do: see your company's name, country and currency, see and create customers, and see and create invoices with your products, services and tax codes, and download their PDFs. Click Continue.

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Settings › Apps, Accounting tab › QuickBooks › Connect

The "Connect QuickBooks" dialog with its description, the three permissions and the Cancel and Continue buttons.

File: screenshots/quickbooks-connect-dialog.png

1. Sign in to Intuit in the window that opens, pick the QuickBooks company to connect and click to connect.
2. You're returned to Resool and see QuickBooks connected. The card shows your company and the Manage and Disconnect buttons.

#How to configure QuickBooks

Click Manage on the QuickBooks card to open QuickBooks settings. Changes are saved with the save bar at the bottom; Discard reverts them.

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Settings › Apps › QuickBooks › Manage

The "QuickBooks settings" side sheet with Invoice defaults (Product or service, Tax rate, Due in, Invoice status) and Customers (Create customer automatically).

File: screenshots/quickbooks-settings-sheet.png

Invoice defaults

• Product or service: the QuickBooks product or service invoice lines use. Its income account and tax settings apply. First product or service uses the first one in your list.
• Tax rate: applied to invoice lines that don't pick a tax. Choose No tax to leave lines untaxed.
• Due in: days from the invoice date until it's due. 0 means due on receipt.
• Invoice status: Draft stays editable in QuickBooks; Finalized (issued) issues the invoice.

Customers

• Create customer automatically: when an invoice is created for a contact with no matching QuickBooks customer, Resool creates one from the contact. When it's off, the invoice isn't created.

#How to use QuickBooks in the Inbox

1. Open a conversation and click the QuickBooks icon in the right-hand sidebar.
2. Review the customer, Balance due and Invoices.
3. To send an invoice, click Send in chat on it. Draft invoices can't be sent.

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Inbox › open a conversation › QuickBooks icon in the right sidebar

The QuickBooks panel for a matched contact: the customer card, Balance due, three invoices (Paid, Unpaid, Overdue) with Send in chat and Open buttons, and the Create invoice and "View in QuickBooks" buttons.

File: screenshots/quickbooks-inbox-panel.png

#Create an invoice

1. Click Create invoice.
2. For each line, enter the Description, Qty and Unit price, and pick a Tax or No tax. Click Add item for more lines (up to 20).
3. If you have more than one product or service, the form shows a Revenue account field that lists them. Pick the one to use.
4. Choose when it's Due (On receipt, or in 7, 14, 30 or 60 days) and the Status: Draft or Finalized (issued).
5. Click Create invoice. A message confirms Invoice {number} created, with a shortcut to send it in the chat when it's finalized.

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Inbox › conversation › QuickBooks panel › Create invoice

The new invoice form with two lines filled (description, quantity, unit price, tax), the Due set to "In 14 days", Status set to "Finalized (issued)" and the Create invoice button.

File: screenshots/quickbooks-create-invoice.png

If the contact has no QuickBooks customer yet, click Create customer to add them first.

The same panel opens from the contact's page under Connected apps; sending in chat works from a conversation only.

#How to use QuickBooks in Workflows

Add a step from the Accounting group:

• Create invoice: set App to QuickBooks, add Items (Description, Qty, Unit price, Tax), and optionally set Currency, Due and Status, or keep Use app default to use your Manage settings. Later steps can use {{invoice.number}}, {{invoice.total}}, {{invoice.currency}}, {{invoice.due_date}}, {{invoice.status}} and {{invoice.id}}.
• Create customer: the contact is matched in QuickBooks by email or phone; when there is no match a customer is created.

#How to disconnect QuickBooks

1. Go to Settings › Apps and click Disconnect on the QuickBooks card.
2. Confirm in the Disconnect QuickBooks? dialog.

Resool stops accessing your QuickBooks company. Invoices already sent in chats stay in the conversations.

#FAQ and troubleshooting

#I get "QuickBooks has no product or service to put on the invoice"

Invoices need a product or service. In QuickBooks, add one under Sales › Products and services, then try again.

#Why does the panel say no customer matches this contact?

Customers are matched by email or phone.

What you can do:

• Add the email or phone from the QuickBooks customer to the contact.
• Or click Create customer to create the contact in QuickBooks.

#What does the customer receive when I click Send in chat?

A message with the invoice number, total and due date, the invoice PDF attached, and a "View and pay" link when QuickBooks provides one.

#"QuickBooks refused the connection"

The connection expired or was revoked in QuickBooks. Reconnect QuickBooks from Settings › Apps.

#What's next?

• Workflow steps
• Xero
• Contact details panel
• Getting started with apps