How to use Nutcache + QuickBooks Online integration
Written by Nutcache Team
Updated
Your bookkeeping has just become simpler: now you can quickly export Nutcache invoices to your QuickBooks Online account for accounting purposes. To do this, you can easily sync clients, services, products, and taxes between the two accounts. And if your Nutcache company lacks these items, you can directly import them from QuickBooks Online.
What is QuickBooks Online?
QuickBooks Online is a cloud-based financial management software. It's designed to slash the time you spend managing your business finances, by helping you with a lot of different tasks.
Being a true cloud solution, there's no need to install any software. You can access QuickBooks Online straight from your internet browser on any computer or web-enabled device whenever, wherever.
Requirements to integrate QuickBooks Online to Nutcache:
Nutcache account as an Administrator or higher security profile
QuickBooks Online account
Company in a compatible country (Canada or US)
Same country in both accounts
Multi-currency management
The integration between Nutcache and QuickBooks now supports multiple currencies. In practical terms, you can now:
Use more than one currency in your QuickBooks account
Export your invoices from Nutcache to QuickBooks in the corresponding currency
How to integrate QuickBooks Online with my Nutcache account?
After logging in to your Nutcache account, click on your name in the top right corner (1) and in the menu select "Integrations" (2).
You will be redirected to the Nutcache integrations page and, if you have the security profile of Administrator or higher, you will see the QuickBooks Online integration section grayed out.
When you click "Activate", you will be redirected to the QuickBooks Online login page.
After logging in, you will need to approve the connection request.
In case the connection is successful, you will receive a notification and the QuickBooks Online integration section will turn color and you will see two options: "Deactivate" and "Create Items".
NOTE: For the integration to be successful, it is important that you fulfill all the requirements listed above.
How to link clients, services, products and taxes from Nutcache to Quickbooks Online?
Within the "Company" section of your Nutcache account, you will see the Clients, Services, Products and Taxes tabs at the top.
When you access any of them, you will be able to see the list of corresponding items. Let's use the Clients tab as an example - you'll be able to click on the "More options" menu (the three dots) in the row of one of the clients and then select the "Manage QuickBooks integration" option.
A popup will appear for you to select which client corresponds to the one you select in Nutcache within QuickBooks Online.
This same logic applies to Services, Products and Taxes.
NOTE: Once these items in your Nutcache account are linked to QuickBooks Online items, they will have the integration icon next to them in any area of the application:
How to synchronize items from the Quickbooks Online integration?
Once QuickBooks Online is integrated with your account, you need to map the clients, products and services between QB and Nutcache to make sure they are synchronized.
If you don't have clients, products and services in your Nutcache account, you can import some from QB to Nutcache by choosing the Create items option.
From the “Integrations” area we previously showed you, hover to the QuickBooks Online section and click on "Create Items" and a popup will appear for you to select the item you wish to duplicate.
After that, the items you duplicated will be automatically inserted to their respective sections within Nutcache.
How to export Nutcache invoices to QuickBooks Online?
Within the Invoicing section (3), select the "Invoices" tab (4) to access the full list.
Once your invoice is no longer a draft, by clicking on the "More Options" menu (the three little dots) in the invoice row, you will see the option to "Export to QuickBooks Online".
After clicking, your invoice will be automatically exported to your QuickBooks Online account.
NOTE: For the export to work correctly, your invoice cannot be empty, the taxes used need to be correctly linked to your QuickBooks Online account, and the currency used in both accounts needs to be the same. For companies in the United States, multiple taxes cannot be used on the same invoice.
QuickBooks Online integration now includes the Invoicing by task billing method
The integration with QuickBooks Online has been enhanced to support the Invoicing by task billing method. While you could already export such invoices to QuickBooks Online, you can now define exactly which QuickBooks item (products and services) each row of your invoice corresponds to.
How it works
Once the integration is properly activated, a new column will appear in the Tasks and Expense categories tabs of the Set billing methods pop-up:
Tasks tab
Expense categories tab
These new columns display the corresponding QuickBooks Online items. The items you select will be associated with the related task amounts in your invoices.
IMPORTANT - Please note that these settings can no longer be edited once the task has been invoiced.
How to disconnect my Nutcache account from QuickBooks Online?
To unlink your Nutcache account from your QuickBooks Online account, you must go back to the integrations menu by clicking on your name in the top right corner (1) and then on "Integrations" (2).
Then, just select the "Deactivate" option in the QuickBooks Online integration section.
After that, you will no longer be able to sync new data between accounts or export invoices.
If you have any further questions or need some extra help, don't hesitate to get in touch with our team, we'll be happy to help!
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