Quickbooks Integration Feature

It will enable the integration of TCR invoices with Quickbooks program. It's located on the Company screen.

Step1: Configuring Invoice related customers and line items in quickbooks

We need to make sure that the invoice related customer names and item IDs are added to quickbooks. Click here on adding customer names and item ids in quickbooks.

Step2: Integrating invoices into quickbooks program

Navigate to 'Integrations' tab in the company screen. Pick 'Quick Books' from integrations drop-down and select a 'sync start date', a date from which your companies invoices (Invoice Date Created) should be synced to quick books. This could be a date in the past or future. Invoice should start syncing shortly (within 10 -20 mins). 'Connect to Quickbooks' button initiates the integration process.

You will be redirected to Quickbooks software once you click the 'Connect to Quickbooks' button. After you choose the 'company name' and click 'Next', the integration process will be completed.

Integrated invoices can be viewed in quickbooks: 

Quickbooks Login Screen:

Go to sales -> Invoices tab

Detailed View of Integrated Invoice:

Status of the invoice sync can be viewed in Invoice list grid. (Accounting Partner Sync Status). In case of failure 'Accounting Partner Error message' should be visible on invoice list grid. 

Common errors:

• Customer with {customername} doesn’t exist

• item with {code} doesn’t exist. 

• any connection related errors. 

In case of error such as customer or item(product or services in quickbooks) doesn’t exist please configure in quick books and failed invoices will be retried every hour after the initial retry. 

In case quick books connection is disconnected, user would have to re connect to Quick books from Integration tab in company screen. Initial sync start date would be auto populated and it is editable. 

Detailed Error Message:

Reconnecting to Quickbooks:

Configuring Customers and Item IDs in Quickbooks

Quickbooks login screen:

Customers:

Go to Quickbooks -> Menu-> Sales -> Customers Tab.

Here we can either 'import customers' or 'add customers manually'.

Import customers: When 'Import customers' is selected, we can add customers by uploading a csv or excel file. We can also get a sample file.

Add customers manually: When 'Add customers manually' is selected, we can add customers by entering data manually as shown below.

Also click on 'New Customer' and add the invoice related 'Customer Name' from TCR and save it.

 

Reference screenshot for TCR Customer name

Item IDs in Quickbooks:

Select the 'Products & Services' tab from the Sales category. There are two options available: 'New' and 'Import'.

Import: When 'Import' option is selected, we can add items by uploading a csv or excel file. We can also get a sample file.

New: When 'New' option is selected, we can add items by filling the details manually as shown below.

We are given four choices. Choose the Service option from the menu.

Add the line item id from TCR Main under product name.

Reference screenshot for TCR - Ticket line item ids

Integrated invoices can be viewed in Quickbooks:

Navigate to Quickbooks -> Menu ->Sales -> Invoices Tab

Reference screenshot for 'Invoice Created Date' from Invoice List grid:

How to set up taxes:

Navigate to Taxes ->Sales tax -> Click on Add/edit tax rates and agencies.

It will be shown on the invoice screen and is applicable when tax checkbox is checked for the line item.

Steps to Troubleshoot tax related issues:

1. Check Tax Setup in QuickBooks
   • Make sure Sales Tax is enabled in QuickBooks.
   • Go to Taxes → Sales Tax Settings and verify that the tax agency and rates are active.
   • If Sales Tax is turned off, invoices will sync without tax.
2. Verify Tax Codes
   • Confirm that the tax codes/rates in TCR are also set up in QuickBooks.
   • Example: If TCR app applies a code like “TX5%”, QuickBooks must have a matching Sales Tax Item or Agency.
3. Mapping Between App & QuickBooks
   • Check whether the tax items are mapped correctly during sync.
   • If tax items aren’t mapped, QuickBooks won’t apply tax even though the invoice syncs.
4. Invoice Details in QuickBooks
   • Open one of the synced invoices in QuickBooks and see if:
     • The tax field is empty or shows "Out of Scope".
     • The invoice is marked as Taxable but has no Tax Rate assigned.
5. Region/Version Specific Issue
   • If you are using QuickBooks Online (QBO): Ensure the invoice customer address is complete (tax calculations in QBO depend on location).
   • If using QuickBooks Desktop: Make sure the Sales Tax Item exists and is linked to the invoice lines.
6. Test with a Manual Invoice
   • Create a test invoice directly in QuickBooks with the same items/customer.
   • If tax calculates there, then the issue is with the sync/mapping.
   • If it doesn’t, then QuickBooks tax settings need fixing.

Fix: 

• Enable Sales Tax in QuickBooks.
• Add/activate the correct Sales Tax Item/Agency.
• Map the app’s tax codes to QuickBooks tax items.
• Ensure customer addresses are correct so QBO can auto-calculate.
• Resync an invoice after adjustments to confirm tax is applied.