The Goal: Understand the requirements your account must meet to set up and run the QuickBooks Online (QBO) integration so that your GrowthZone and QuickBooks Online data stay in sync.
Before You Begin:
- You need an active QuickBooks Online subscription and administrator access to it.
- You need permission to manage integrations in GrowthZone (Settings, Integrations section).
- Review the requirements below with your accountant or bookkeeper before connecting, since several of them affect how accounting is handled.
Step-by-Step: QuickBooks Online Integration Requirements
The QuickBooks Online integration has certain requirements as part of its setup and routine functionality. Confirm each of the following before and during use:
- Undeposited Funds must be the chosen general ledger deposit account.
- Deferred recognition cannot be processed.
- Fully on Invoice Date is the only revenue recognition option.
- Void (not delete) is the only option for removing any type of transaction.
- New items (Fee Items, Chart of Accounts, Discounts, Taxes) created after the initial integration must be mapped.
- Deposits must be recorded manually in QuickBooks.
- QuickBooks is the system of accounting and will hold all accounting reports. GrowthZone's billing reports would be used as a reference or to check a transfer.
- Enable and use closed periods.
- Custom Transaction Numbers cannot be enabled in QuickBooks.
Common Pitfalls
- Deleting instead of voiding: Deleting a transaction will break the sync. Always void transactions rather than deleting them.
- Unmapped new items: Any Fee Item, Chart of Accounts entry, Discount, or Tax created after the initial integration must be mapped, or transactions using it will fail to transfer.
- Expecting deferred revenue: The QBO integration only supports Fully on Invoice Date recognition; deferred recognition cannot be processed.