QuickBooks® Online Integration Initial Setup

This article outlines the steps to take to connect eSUB to QuickBooks® Online (QBO):

Important: Consult with your eSUB Strategic Consultant and determine desired integration settings and data-flow prior to connecting integration.

Use the links below to quickly jump to a topic:

• Connect eSUB and QBO
• Sync eSUB and QBO Data

Connect eSUB and QBO

1. Review data in QuickBooks® Online prior to the initial connection set-up. Archive/Inactivate any Customers, Vendors, Service Items, or Employees that you do not want pulled and created in eSUB via the integration. 

2. Consult with your eSUB Strategic Consultant and determine desired integration settings and data-flow prior to connecting integration. 

3. Ensure that all applicable Permissions in eSUB are enabled:
   • Integrations > Accounting: Select View and Edit 
   • Timecard Management > Sync to Accounting Package is set to Yes

4. Navigate to Integrations on the global navigation menu, you will automatically be directed to the Overview tab by default.

5. Select Connect

6. When the QuickBooks Connection modal appears, select Sandbox 'No' and then select Connect to QuickBooks
7. When the QuickBooks® sign-in page appears enter the appropriate QuickBooks® Online credentials to establish the connection.
8. Once a successful login and connection is made the status will update to Connected and display the date and time that connection occurred. The Connect button will then be replaced by a Disconnect button if you choose at any point to terminate the connection
9. Once a successful login and connection is made the status will update to Connected and display the date and time that connection occurred. The Connect button will then be replaced by a Disconnect button if you choose at any point to terminate the connection.
10. Upon successful connection, select the applicable items to import from Quickbooks® Online from the pop-up modal that will appear on your screen. It may take a few minutes to complete the initial sync process.

Sync eSUB and QBO Data

Once connected, you can select your preferred method to link data between QBO and eSUB Fusion. It is recommended that you first consult with your eSUB Strategic Consultant on which option best suits your needs. 

The following help article outlines integration data-flows and key integration points: QuickBooks® Online Detailed Data Mapping & Considerations

Select the Integrations icon on the Global Navigation Menu and then select the applicable tab(s):

• Settings Tab: Auto sync selected database information 
  
• Project, Cost Code, and/or Crew Mapping Tabs: Manually map Projects, Cost Codes, and Crew members. All mapping tools work the same. Select the applicable QBO item and then select Link.

• Verify your data: Note that QuickBooks syncs every 5 minutes.