Overview

This topic describes how Quickbooks Connector integrates MonetizeNow and Quickbooks, including information about how different entities are connected between MonetizeNow and Quickbooks

Integration Flow

This integration represent a high-level connections points between MonetizeNow and Quickbooks. Currently we only have uni-directional sync from MonetizeNow to Quickbooks

Overview of Data Synchronization

Given below are the objects that are natively synchronized from MonetizeNow to Quickbooks:

• MonetizeNow -> Quickbooks
  • Account -> Customer
    • Accounts from MonetizeNow gets created in Quickbooks as Customer when an invoice gets created in MonetizeNow
    • Account updates from MonetizeNow gets synced if there is an associated Quickbooks Customer
  • Invoice -> Invoice
    • Invoices from MonetizeNow gets created in Quickbooks as Invoice when an invoice gets created in MonetizeNow
  • Invoice Item -> Item
    • Invoice Item from MonetizeNow gets synced in Quickbooks as Item when an invoice gets created in MonetizeNow
  • Payment -> Payment
    • Payments from MonetizeNow gets synced in Quickbooks as Payment when an invoice gets paid

Connect MonetizeNow Tenant to Quickbooks Company

In order for data to be synchronized from MonetizeNow to Quickbooks, you now need to connect your MonetizeNow tenant to your Quickbooks company

1. Open MonetizeNow
2. Click the gear on the sidebar and choose Accounting under the Integrations section
3. Click the Connect to Quickbooks button (see the screenshot - Setting up Connection)
4. This will redirect to quickbooks login page and select the company you would like to sync accounting data to
5. Login to your quickbooks (see the screenshot - Quickbooks Login Page)
6. On Success, you should see active connection with CompanyId listed on the UI (see the screenshot - Successful Setup)

Invoicing Flow

Invoice Creation flow

In MonetizeNow, invoice gets created either automatically, through a scheduled batch job or users can manually generate a pending invoice from a bill group. In either of these cases, MonetizeNow publishes a webhook event INVOICE_CREATE that triggers the invoice sync from MonetizeNow to Quickbooks. Listed below is the sync sequence of how data flows from MonetizeNow to Quickbooks when invoice gets created in MonetizeNow.

• Creates Quickbooks Customer from an associated MonetizeNow Account tied to an Invoice
• Populates Contact details from an associated Billing Contacton an Invoice to Quickbooks Customer
• Creates Quickbooks Invoice (open status) for an unpaid MonetizeNow Invoice
• Creates Quickbooks Items from MonetizeNow Invoice Item linked to an Invoice.

Invoice Paid Workflow

When an invoice gets paid either through Credit Card, ACH transfer or manually, MonetizeNow publishes a webhook event INVOICE_PAID that triggers the payment sync from MonetizeNow to Quickbooks. Listed below is the sync sequence of how data flows from MonetizeNow to Quickbooks when invoice gets paid in MonetizeNow.

• Check if an associated Quickbooks invoice exists
  • If yes, create Quickbooks Payment from MonetizeNow Payment entity
  • This updates Quickbooks Invoice to reflect the status to PAID if fully paid
  • If no, it follows Invoice Creation flow first and then syncs Payments to Quickbooks

Account Update Workflow

When an account get updated in MonetizeNow, Quickbooks customer will always reflect those changes if customer exist in Quickbooks

• Go to Accounts in MonetizeNow
• Update Name of an account
• That will trigger an update to Quickbooks Customer if one exists whenever an associated MonetizeNow Account gets updated

Invoice Contact Update Workflow

In MonetizeNow, there is way to change contact on an Invoice after invoice gets created (see the screenshot). Click on Edit Contact Details and change the contact. Changing an invoice contact will send INVOICE_CONTACT_UPDATED webhook event and that will trigger the sync from MonetizeNow to Quickbooks.

• Update Quickbooks Invoice if one exists with updated billing contact details
• This will not change the contact associated with the Quickbooks Customer. The change will only reflect on a particular invoice. If there are other invoices linked to the same customer, they will still have the same contact that is associated with the corresponding Quickbooks Customer.