Connecting NeonCRM to QuickBooks

Introduction

NeonCRM's integration with QuickBooks sends customer records, invoices & payments, and sales receipts from NeonCRM transactions into your QuickBooks. Learn how to best format your QuickBooks to prepare for this integration here.
 

Connecting NeonCRM to QuickBooks Desktop:

QuickBooks Desktop Integration Setup
QuickBooks Integration: Formatting
QuickBooks Integration: Map Transaction Types
***Limitations of QuickBooks Desktop
Need to download the Web Connector and WCF again?
 

Connecting NeonCRM to QuickBooks Online:

QuickBooks Online Integration Setup
QuickBooks Integration: Formatting
QuickBooks Integration: Map Transaction Types
 

NeonCRM is now connected with QuickBooks:

NeonCRM is now connected with QuickBooks!
Quickbooks Integration: Update QB Service Items, Classes, and Accounts
 
Related Guides & Video
 

QuickBooks Desktop Integration Setup

***If you are not using QuickBooks Desktop, please click here to proceed to the QuickBooks Online Integration Setup.

Notice: QuickBooks Desktop must be installed on a local PC's hard drive. The integration will NOT work if QuickBooks Desktop is on a remote server.

In order to set up your connection with QB Desktop, you will need to enable the QuickBooks connection in NeonCRM.

Navigate to:

System Settings > Home/Dashboard > Third-Party Integrations > QuickBooks

To enable the connection, make sure to turn the switch to On, select QuickBooks Desktop (2006 or later), & then click Connect.

QuickBooks Web Connector

QuickBooks provides an application called Web Connector to safely connect QuickBooks Desktop to an internet application like NeonCRM. The Web Connector must be open and running along with QuickBooks every time you wish to sync transactions from NeonCRM.

On this next page, you can download the application and install it on the computer that has QuickBooks installed.

First, create a Key Word. This key word will authorize the Web Connector to connect to NeonCRM. Your key word here can be anything you want, but be sure to make note of it. You’ll be needing this later when we create the connection.

Click Save to apply the Key Word.

1. Download and Install the QuickBooks Web Connector.

The link in this section will take you to Intuit's web site where you can download the latest version.

Notice: The Web Connector (just like QuickBooks Desktop) must be installed directly on the same local PC's hard drive, as the QuickBooks WebConnector needs to be installed on the same computer where QuickBooks Desktop is installed.

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2. Download the QuickBooks Web Connector configuration file.

The link in this section will start the download of a configuration file unique to your NeonCRM system.

Notice: The Web Configuration File needs to be saved on the same local PC's hard drive where QuickBooks Desktop and the QuickBooks Web Connector are located.

3. Add the Web Connector Configuration File as an application in your web connector

Open the Connector and click Add an application to upload your configuration file.

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A file browser should open. Select the configuration file that you downloaded above. Click Open.

Authorize New Web Service - click OK

authorize_new_web_service.png

The QuickBooks Application Certificate dialog displays, asking to allow this application to read and modify your company file. Select one of the following options:

  • Yes, prompt each time.
    A prompt will display whenever the data exchange begins.
  • Yes, whenever this QuickBooks company file is open (Recommended)
    The data exchange takes place only when the QuickBooks company file is open.
  • Yes, always allow access even if QuickBooks is not running.
    The data exchange takes place even if QuickBooks is closed.

choose_the_bottom_two_options.png

  • Click Continue, then Done.
  • The NEON QuickBooks Web Service will display in the Application list on the QuickBooks Web Connector Screen.

4. Configuring the QuickBooks Web Connector

  • In the Password column, enter the same QuickBooks key word you specified above.
  • Enable this connection by checking the Auto-Run box. This checkbox enables regular syncing between the two systems.
  • Specify the frequency of updates by adding a value to the Every _ Min field.
    (NeonCRM recommends every 1 minute for maximum frequency and fastest sync.)

ch13-desktop-l.png

5. Leave this connection open and running in order to finish your configuration with NeonCRM.

Before you continue your setup, please open your QuickBooks and make sure your service items and classes are properly configured. In addition, if you manage discounts, tax, and shipping & handling within NeonCRM, you will need to establish a matching service item for each of them in your QuickBooks.

Go back to NeonCRM and click Continue to proceed to the integration settings.

If your browser session has expired, log back in to NeonCRM and return to the QuickBooks Settings.

Click here to continue to the next step - QuickBooks Integration: Formatting

QuickBooks Online Integration Setup

In order to set up your connection with QB Online, you will need to enable the QuickBooks connection in NeonCRM.

Navigate to:

System Settings > Home/Dashboard > Third-Party Integrations > QuickBooks


To enable the connection, make sure to turn the switch to On, select QuickBooks Online, & then click Connect.

Click the Connect to QuickBooks button.

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This opens a pop-up window. If you do not see the pop-up window, ensure that your web browser is not blocking pop-ups on this page.

Enter your login information for your QuickBooks Online account. Click Sign In.

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QuickBooks will ask you to authorize the connection with NeonCRM. Click Authorize.

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The pop-up window will close. The connection is now complete.

Click Next to continue with the configuration.


QuickBooks Integration: Formatting

From this point forward, the configuration process for connecting NeonCRM to QuickBooks is the same for both QuickBooks Desktop and QuickBooks Online.

Note: Some mapping options will not be available in QB Desktop.

  • Make NeonCRM transactions after this start date available for syncing

The 'Start Date' that you enter into this field will determine the point in your NeonCRM transaction history that you wish to begin syncing data over to QuickBooks. There are no restrictions on what date you can enter here; choose a date that makes the most sense for your organization. Transactions that occurred in NeonCRM after the chosen date will be available to sync. Anything prior to this date will not be available.

  • How would you like transactions and payments to be added to you QuickBooks?

NeonCRM’s connection to QuickBooks can move two types of transaction information: Invoices & Payments or Sales Receipts.

If you choose to use Invoices & Payments, the sync will send both an Invoice and a Payment over to QuickBooks, and then apply the payment to the invoice.

If you choose to use Sales Receipts, the sync will send one Sales Receipt for each transaction, which includes both the Payment and Receipt of the transaction.

  • How are names in your QuickBooks formatted?

This setting should match how you have customer names set to display in your QuickBooks Account. If this does not match your existing configuration, transactions and customers will not synchronize with existing records. Instead, duplicate customers will appear in QuickBooks. This setting also should stay the same if you ever re-configure your connection with QuickBooks.

After clicking Next, NeonCRM will automatically sync your QuickBooks Service Items, Classes, and Deposit-to Accounts to NeonCRM.


QuickBooks Integration: Map Transaction Types

Map Taxes, Shipping, and Discounts
Map Donations, Event Registrations, Memberships, and Store Purchases.
Limitations of QuickBooks Desktop

Map Taxes, Shipping, and Discounts.

On this screen, configure where NeonCRM Taxes, Shipping, and Discounts map to in QuickBooks. Discounts can be further subdivided by Event, Membership, and Store Discounts.

Below is for QuickBooks Desktop:

QuickBooks_Mapping.png

Below is for QuickBooks Online:

zd_qbo_tsd_setup.jpg

Map Tender Types.

On this screen, map your Tender Types in NeonCRM to your Payment Methods in Quickbooks:

zd_qb_map_tender_types.jpg

Note: If no Payment Method is mapped for a particular tender type, the Payment Method field in Quickbooks will be blank for those transactions.

Map Donations, Event Registrations, Memberships, and Store Purchases.

These four transaction types can be mapped in any order. You can map anywhere from just one transaction type to all of them.

Each transaction type will ask you to set the default Service Item, Class, and Deposit-to Account. Additionally, you will have the option to further subdivide each transaction type in various ways as well as set the precedence.

Note: Default Service Item is required.

Donations, for example, are able to be further subdivided by Campaign, Fund, Purpose, and Payment Tender - while Store Purchases can be subdivided by Product, Product Type, and Payment Tender.

You will then want to decide the order in which each will take precedence over the other (i.e. which one gets priority). As an example, for Donations, if you were set Campaign at the top, then that donation would go to your Campaign item, class, and/or deposit-to account in QuickBooks instead of the Fund.

Note: If no further subdivision is specified, the chosen defaults will be used when syncing transactions.

When mapping each transaction type, you will be presented with a page similar to the below example of the Map Donations page. The options for further subdivision will be different for each transaction type.

zd_qb_map_donations.jpg

Limitations of QuickBooks Desktop:

  • Deposit-to Accounts are not available for mapping.
  • Tender Types are not available for mapping.
  • Classes are not available for mapping when syncing to Sales Receipts. However, they are available when syncing to Invoices & Payments
  • NeonCRM cannot sync transactions to QuickBooks Desktop if it is located on a remote server. QuickBooks Desktop, the QuickBooks Web Connector, and the Web Configuration File all must be located on the same local PC's hard drive.

 

See the below chart for the available subdivision options for each transaction type:

Transaction Types

Additional Mapping Options (not required)

Donations

Campaign, Fund, Purpose, Payment Tender

Event Registrations

Campaign, Fund, Payment Tender

Memberships

Membership Term, Membership Level, Payment Tender

Store Purchases

Product, Product Type, Payment Tender

 


NeonCRM is now connected with QuickBooks!

That's it! You're done setting up your connection between NeonCRM and QuickBooks. You can now proceed with syncing transactions over to QuickBooks!

zd_qb_config_success.jpg

 


Quickbooks Integration: Update QB Service Items, Classes, and Accounts

If you ever need to make adjustments to your QB Service Items, Classes, and Deposit-to Accounts, you can download the updated list(s) by navigating back to: System Settings > Home/Dashboard > Third-Party Integrations > QuickBooks

Click on one of the three options and then click the Update from QuickBooks button to download the updated list.

Note: Remember - 'Accounts' will not be available in QuickBooks Desktop.

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Need to download the Web Connector and WCF again?

Very rarely, for varying reasons, there may come a time where you will need to download these items again. However, in order to get to these URLs in your system, you will need to disable the connection to QuickBooks, which will clear your mapping.

Below is the URL to download Intuit's Web Connector:

http://marketplace.intuit.com/webconnector/

Below is how you can download the Web Configuration File again for your NeonCRM:

https://[OrgID].z2systems.com/np/admin/systemsetting/qbSystemSettingDownload.do

If you have an SSL:

https://[secure.OrgID].z2systems.com/np/admin/systemsetting/qbSystemSettingDownload.do

Related Guides & Video

QuickBooks Overview
Using the QuickBooks Integration
Connecting NeonCRM to QuickBooks (Video)
NeonCRM & QuickBooks: Sample Mapping Options
 
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