QuickBooks Overview

Introduction
Connecting NeonCRM to QuickBooks
Synchronizing Data from NeonCRM to QuickBooks
Using the QuickBooks Integration
Frequently Asked Questions

Introduction

NeonCRM's integration with QuickBooks is a one-way push from NeonCRM to QuickBooks that sends NeonCRM transactions into your QuickBooks system as Invoices & Payments or as Sales Receipts.

Connecting NeonCRM to QuickBooks

Integration functionality and data types available in QuickBooks may be dependent on your QuickBooks service plan and features. Please consult QuickBooks to identify the package that would be the best fit for your needs.

NeonCRM is able to connect to the following versions of QuickBooks. 

QuickBooks Online

• Mac or PC
• US clients only

QuickBooks Desktop

• 2017 edition or later
• Installed on a PC (Mac is not supported)
• US clients only
• Not installed on a remote server
• Enterprise is not supported

See how NeonCRM connects with QuickBooks in the 8 minute video below:

Synchronizing Data from NeonCRM to QuickBooks

The synchronization between NeonCRM and QuickBooks is a one-way sync. Using the sync, transaction data that is entered into NeonCRM will be synchronized to QuickBooks. The sync does not allow you to send data from QuickBooks to NeonCRM. In the sync, NeonCRM passes up to six types of data:

• Customer Information
• Invoices & Payments -or- Sales Receipts
• Service Items
• Classes
• Deposit-to Accounts

Customer Information

First, the sync will determine which QuickBooks Customers should receive the appropriate NeonCRM transactions.

In QuickBooks, Name is a single field called Customer. When you configure your NeonCRM/QuickBooks connection, you will have the ability to identify how you have tracked Customer names in QuickBooks.

Using this rule, Neon will combine the First Name and Last Name fields on the NeonCRM record to find a matching Customer in QuickBooks. If a match is found, NeonCRM will add the NeonCRM transaction information to the existing matching Customer in QuickBooks. If no match is found, a new Customer will be created in QuickBooks using the NeonCRM account name.

In either case, Neon will create a linking ID number to match the account in Neon with the customer in Quickbooks. This will be used in the future to send transaction records to the appropriate account.

Invoices and Payments

Next, the sync will create an invoice and a corresponding payment for each transaction that is pushed from NeonCRM on the appropriate Customer record(s). The invoice will be for the Amount of the transaction entered in NeonCRM and the Transaction Date will also be synced from NeonCRM.

For payments, the Tender Type data from your NeonCRM transaction can be synced to the Payment Method field in Quickbooks. Additionally, the contents of any populated Payment Note field on a NeonCRM transaction record will be synced to the Memo Field of the Quickbooks transaction.

If you are syncing pledges, the sync will create an open Invoice for the amount of the pledge. A corresponding Payment will be created when you sync the payment(s) for the pledge. More information on pledges and pledge payments in NeonCRM is available here.

Sales Receipts

Instead of invoices and payments, you can choose to use Sales Receipts during the setup process. If you do, the sync will create one Sales Receipt for each transaction that is pushed from NeonCRM on the appropriate Customer record(s). The Sales Receipt will include both the Payment and Receipt of the transaction entered in NeonCRM. The Transaction Date will also be synced from NeonCRM.

The Tender Type data from your NeonCRM transaction can be synced to the Payment Method field of the corresponding transaction record in Quickbooks. Additionally, the contents of any populated Payment Note field on a NeonCRM transaction record will be synced to the Memo Field of the Quickbooks transaction.

If you are syncing pledges, the sync will create an open Invoice for the amount of the pledge. A corresponding Payment will be created when you sync the payment(s) for the pledge. More information on pledges and pledge payments in NeonCRM is available here.

Service Items, Classes, & Deposit-to Accounts

NeonCRM will send more detailed information about each transaction to QuickBooks via Service Items, Classes, and/or Deposit-to Accounts. This information will then be displayed on the generated QB Invoice & Payment or Sales Receipt(s).

During the setup of the NeonCRM/QuickBooks integration, you will be asked which Service Items, Classes, and Deposit-to Accounts you would like to map as the default selection for the following NeonCRM tax, shipping, discounts, & transaction types; as well as how you would like to further sub-divide the mapping for each:

Using the QuickBooks Integration

A full guide on how to use the QuickBooks integration is available here.

Frequently Asked Questions

Can NeonCRM help me decide how to set up my QuickBooks system?

While we can definitely help with troubleshooting the NeonCRM/QuickBooks synchronization and better understanding how it works, we unfortunately cannot assist with questions about how to structure your QuickBooks system. For specific questions regarding QuickBooks structure and setup, we recommend working with our Neon One consultant partners at Quickbooks Made Easy.

Can I sync to Bank Accounts in QuickBooks?

No. NeonCRM's integration with QuickBooks does not allow for transactions to sync to a Bank Account in QuickBooks.

I'm receiving errors when I try to set up my QuickBooks integration.

You can view common sync errors and solutions here. Our Technical Support team can assist with troubleshooting specific error messages. You can learn how to contact Technical Support here. Note that if you are currently working with a Training & Implementation Consultant, you may not yet have access to support. You will be provided with access upon completion of your consultation services.

Can my Pro Services Consultant walk me through QuickBooks setup?

Our Professional Services Consultants are not accountants and cannot provide specific guidance on how to best configure your QuickBooks account. Our Consultants can conceptually discuss the different options your organization has for setting up your NeonCRM transaction structure and Neon field mapping to best sync with QuickBooks.

However, final decisions about how to configure your QuickBooks integration are at the discretion of your organization. Since every nonprofit organization has different accounting needs, there is no singular way to configure the integration.

I'm in the process of mapping my Service Items and Classes, and I'm not seeing all them in Neon. Why is that?

There are two possibilities. One is that these items may have been added to your QuickBooks account recently and have not yet been downloaded to your NeonCRM. Try updating your downloaded list in your system to see if that helps.

If you are still not seeing all of your Service Items and Classes, it is more than likely that you have exceeded the cap for one or both of them. See below for the maximum amount allowed:

• Service Items: 999
• Classes: 100

I use Quickbooks, but the way that NeonCRM syncs data to QuickBooks does not match our QuickBooks structure. Do I have to use the QuickBooks sync?

You are not required to use the NeonCRM/QuickBooks synchronization. If you find that the synchronization does not do what you need it do, you may want to consider entering your transaction data in both QuickBooks and NeonCRM and then reconciling the two systems on a regular basis. To help with reconciliation, you can run reports in NeonCRM on transactions. More information on reporting is available here.

My QuickBooks Desktop is hosted on a remote server (e.g. Cloud 9). Can NeonCRM connect to my QuickBooks there?

No. QuickBooks Desktop must reside on a local PC's hard drive as well as Intuit's Web Connector and the Web Configuration File.

Why are duplicate customers being created in QuickBooks when I sync with NeonCRM?

When syncing transactions, NeonCRM first tries to find the linking ID that would have been created from a previous sync. If no linking ID is found, it then tries to find a name match between the NeonCRM account and your Quickbooks Customers.

NeonCRM sends the First Name, Last Name, and Company Name on NeonCRM records to identify matching QuickBooks Customers (Company Name only matters for Company accounts). NeonCRM's First and Last Name must be an exact match with QuickBooks' Customer name in order to avoid duplicates. For example, if the NeonCRM record is John P. Smith and the QuickBooks Customer is John Smith, a new QuickBooks Customer would be created because this is not an exact match.

Additionally, you should double check that your Formatting Option in NeonCRM matches how you have customer names set to display in your QuickBooks Account.