HaloITSM Guides
Documentation to assist with the setup and configuration of the HaloITSM platform
QuickBooks Online Integration
Configuration
To enable the QuickBooks Online integration, go to Configuration > Integrations > Billing, and enable the module using the plus icon in the top right hand corner of the menu icon. Once the module has been enabled, click the menu icon to begin configuring it.
Connecting to QuickBooks Online
You are required to connect to your QuickBooks Online account before you can proceed with any further configuration. Start the authorisation process by clicking the Connect to QuickBooks Online button.
You will be redirected to the QuickBooks Online login screen. Once logged in, you will be asked to choose which company you would like to connect to. Confirming this choice will redirect you back to the QuickBooks Online module in Halo, where you will now see the rest of the configuration options available.
The top section of the module now displays the company which you are connected to. Should you wish to change this, or remove Halo's access, use the disconnect button.
Accounts
Your accounts should be imported from QuickBooks Online into Halo so that they can be selected from drop down fields in different areas of the Halo application. One main example of this is so that an income account can be selected when creating a new item. Failing to choose an income account will result in an error being given when syncing the item to QuickBooks Online.
Tax Rates
All of your tax rates in QuickBooks Online should be mapped to a tax rate in Halo. It is important that this step is completed before proceeding with importing customers and items, otherwise tax rates will not be applied correctly during the import. It is also recommended that you have a 1-1 relationship for your tax rates, and that you do not have extra rates in Halo that are not mapped to a QuickBooks Online rate.
Tax rates can be imported using the button available. Alternatively, you can map each tax rate manually by opening the tax rate edit screen. It is recommended that you use the import functionality to ensure that every QuickBooks Online tax rate is created in Halo.
You are required to specify the name of the tax rate in QuickBooks that corresponds to 0% tax before you can complete the import. This will ensure that a tax rate is assigned to the "No tax" rate in Halo.
Customer Imports
Your customers in QuickBooks Online can be imported into Halo. If you are using the additional top level functionality in Halo, you can choose which top level you would like customers to be assigned to during the import.
Once ready, click Import Customers to bring up the importer screen, and import any customers you would like to be created in Halo. If you are importing for the first time, Halo will look for existing customers that have the same name as a QuickBooks Online customer. If found, the existing record will be updated. If a customer has already been imported from QuickBooks Online, they will be identified using their QuickBooks Online ID which they will have been assigned previously, and updated accordingly.
Due to requirement for all customers to have a name in Halo, a QuickBooks Online customer must have a valid company name, otherwise they will not be included on the importer screen.
Item Imports
Any existing items you have in QuickBooks Online can be imported and created as items in Halo. Before proceeding with the item import, you should ensure that you have selected two groups that the items will be assigned to during the import. Your chosen groups will later be used to identify the type of item that gets created in QuickBooks Online when a new item is created and synced from Halo, so it is advised that you use two separate groups for this if you later plan on enabling this functionality.
Once ready, use the Import Items button to open the importer screen to begin the import. If you are importing for the first time, Halo will look for existing items that have the same name. If found, the existing record will be updated. If an item has already been imported from QuickBooks Online, they will be identified using the QuickBooks Online ID which they will have been assigned previously, and updated accordingly.
Syncing to QuickBooks Online
Whenever a customer, item or invoice is created or updated in Halo, the changes can be automatically replicated in QuickBooks Online. To enable this functionality, ensure that the Enable Syncing to QuickBooks Online option is enabled.
Once enabled, you should then choose a default item that should be used for any invoice line that does not have a QuckBooks Online item ID associated with it. You can also choose a default email status for any new invoices that are created.
For customers and items, any field which has been imported during their respective imports can be updated/set in QuickBooks Online when an entity is updated in Halo. This will slightly vary depending on the location of your QuickBooks Online account. The following fields can be updated:
Customers (All locations):
- Company name
- Contact first name
- Contact last name
- Email address
- Active status
- Notes
- Preferred delivery method
- Taxable
- Site addresses
- Phone number
Customers (US only):
- Default tax rate
Items (All locations):
- Name
- Description
- Sales price
- Purchase price
- Active status
- Item type
- Asset account (Inventory/stock items only)
- Initial quantity (Inventory/stock items only)
- Inventory start date (Inventory/stock items only)
- Income account
- Expense account
Items (US only):
- Taxable
Items (Other locations):
- Sales tax (if the item is not inclusive of tax)
- Purchase tax (if the item is not inclusive of tax)
If an update should fail for whatever reason, an error will be displayed on the screen informing you of the issue. Deleting customers and items from Halo does not delete them from QuickBooks Online.
The following fields can be sent to QuickBooks Online during invoice creation, and can also be updated after the invoice has been created.
- Customer
- Customer memo
- Document number
- Invoice date
- Due date
- Accounts email
- Email status (new invoices only, based on general configuration setting)
- Print status (new invoices only, uses the customers preferred delivery method)
- Invoice lines and totals
When deleting an invoice from Halo, the invoice will first be deleted from QuickBooks online, providing it has not already been approved/sent. Therefore, should you need to roll an invoice back after creation, simply delete the invoice Halo and it will be removed from QuickBooks Online automatically.
