QuickBooks Online Integration Guide

The direct integration between Rhythm and QuickBooks Online allows you to seamlessly push your finances from Rhythm to QuickBooks Online. 

What information is needed before setup?

From Rhythm

A Rhythm staff member will need to enable the integration in your tenant. Please reach out to your Customer Success Manager or your Project Manager for assistance. 

From QuickBooks Online

• User Name
• Password
• Quickbooks Online subscription

What needs to be configured?

Basic Set Up in Rhythm

Security and Settings app

1. Click Integration 
2. Click QuickBooks Online under Finance Automation
3. Click Create QuickBooks Account
4. You will be redirected to QuickBooks to authenticate with your email or user ID.

1. After authentication, you will need to authorize the connection with Rhythm.
2. Once complete, you will be redirected back to the Rhythm console. You will need to give a name to your QuickBooks account and determine which settings you would like to apply to the integration:
   1. Send Batch to QuickBooks Automatically on Post: After a batch has successfully posted, Rhythm will automatically send it to QuickBooks Online. (Optional)
   2. Delete Batch from QuickBooks Automatically on Unpost: When a batch is successfully unposted in Rhythm, we will attempt to remove this batch from QuickBooks. (Optional)
   3. Enable Connection: Enable the connection to this QuickBooks Online account to be used. (Optional)
   4. Notification Email: Rhythm will notify you when batches are pushed to QuickBooks successfully or when the operation fails. (Optional)
      

Finance and Billing app

1. In the Finance and Billing app, click Setup
2. Edit the Business Unit you will be sending batches to QBO from
3. In the Financial Software Integration setup, set the Financial Management System (FMS) to QuickBooks Online.
4. Select your batch download method. Each of these methods will give you progressively more information about the batches. 
   1. Summary
   2. Batch-Level Summary 
   3. Detail

Helpful Hint: This change will take effect on all batches posted and downloaded going forward. 

Setting up Departments

1. Click Setup in the Finance and Billing app
2. Click Departments
3. Click Create Department
4. Select the appropriate Business Unit
5. Enter in the Code you plan to or are using in QBO
6. Enter in the Name you plan to or are using in QBO
7. Click Save Changes

Helpful Hint: The Code and Name in Rhythm must match what you plan to or are using in QBO for the information to map properly to the Department field in QBO

Setting up Accounting Projects

1. Click Setup in the Finance and Billing app
2. Click Accounting Projects 
3. Click Create Accounting Project
4. Select the appropriate Business Unit
5. Enter in the Code you plan to use or are using in QBO
6. Enter in the Name you plan to or are using in QBO
7. Click Save Changes

Helpful Hint:The Code and Name in Rhythm must match what you plan to or are using in QBO for the information to map properly to the Class field in QBO

Final Setup in Rhythm

If you are using the Accounting Projects and the Departments features, please go to the product and add them to the financial configuration under their respective fields. 

Basic Setup in QuickBooks Online

In QuickBooks Online, you will need to create your General Ledger accounts that are set up in Rhythm. If your accounts are not already set up, please follow the steps in this article from QBO. Please ensure the code of the account matches what is or will be in Rhythm. If you plan to use the Accounting Projects (Class in QBO) please follow this article for setup. If you plan to use the Departments feature (Locations in QBO) please follow this article for setup. 

How do we test the integration?

In Rhythm and QBO

1. Navigate to the Finance and Billing application
2. Click Batches
3. Click Create Batch
4. Enter a Name and keep the status as Open, then click Save Changes
5. Click Transactions
6. Click Create Invoice
7. Select a contact to attribute the invoice to
8. Select a product that will appear on the invoice
9. In the Batch field, select the batch you created previously
10. Click Save Changes
11. Click Batches and return to the batch you just created
12. Click Post this batch
    1. If you turned on automatically push to QBO when batches are posted, please check QBO to ensure the batch is there
13. Once the batch is posted, click download this batch
    1. If you turned on push batches to QBO when batches are downloaded please check QBO to ensure the batch is there
14. If you turned on the automatically delete batches from QBO when batches are unposted, click Unpost this Batch and check QBo to ensure it has been removed 

Access batches in QBO

1. Click Accounting, then Chart of Accounts on the left hand side
2. For an account that is referenced in your batches, click Run Report
3. You should then see transactions from your batches in QBO

For more advanced Reporting, please reference this knowledge base article from QBO

Frequently Asked Questions

Q: Do I have to enable the automatic sync settings to use the Quickbooks Online integration?
A: No, this is a convenience and not required to send batch entries to Quickbooks Online. Please see the instructions to manually send batches provided above if you opt to not automate this process.

Q: Can I disable auto-removal when unposting a batch?
A: Yes, please go into your Quickbooks integration settings and disable “Delete batch from Quickbooks automatically on Unpost”. This does not affect auto-sending batch entries to QuickBooks as these are two different settings.

Q: What if I manually update the entry from within Quickbooks Online, does this affect the integration in any way?
A: You can manipulate the entry from your Quickbooks Online account. If you opted to delete the entry on unpost, this will still occur and any edits will be deleted. When re-posting the batch, the entry will be resent to Quickbooks Online.

Q: The batch I was posting failed - what do I do now?
A: If a batch fails to post, simply fix the issues and post the batch again. The Quickbooks Online integration only sends entries upon a successful posting of a batch. Similarly, the integration only removes entries when a batch has been successfully unposted.

Q: The batch posted, but I got an email that states account 12345 was not found. How do I rectify this?
A: Please follow the guide above to ensure “Account Numbers” are enabled within Quickbooks Online settings. Secondly, ensure account 12345 exists in your chart of accounts within Quickbooks Online. Once you have resolved the issue, follow the steps above to manually push the batch to Quickbooks Online. Even though it’s being manually pushed (via button push) when unposting the batch, it will be subject to removal from Quickbooks Online if the setting is enabled.

Q: I have several batches that are already posted. How will enabling auto post/unpost affect batches that have already been posted?
A: If you unpost/repost an old batch that was sent to Quickbooks Online prior to enabling auto post/unpost you may receive a notification that states, “we were unable to delete the entry from your Quickbooks Online account." This is because we do not have a record of ever sending the batch to Quickbooks Online. In this case, you want to ensure you remove any existing batch entries from Quickbooks Online prior to reposting the batch. This will ensure you avoid duplication of batch entries that were sent previously.