How to Integrate with Quickbooks Online

This article explains how to connect DecoNetwork with QuickBooks Online. Use the video and guide below to configure your accounting integration, map accounts, and ensure sales data syncs correctly for reporting.

In this article

• Prerequisites
• Why Use This Integration
• Step 1: Enable Accounting Integration
• Step 2: Prepare DecoNetwork Settings
• Step 3: Configure QuickBooks for Integration
• Step 4: Map DecoNetwork to QuickBooks
• Step 5: Choose Sync Preferences
• Step 6: Sync and Review
• Best-Practice Tips
• Troubleshooting
• FAQs
• Additional Resources

Prerequisites

Why Use This Integration

Connecting DecoNetwork with QuickBooks Online allows you to automatically transfer sales and revenue data for accurate accounting. Benefits include:

• Seamless syncing of revenue, taxes, and payment details from DecoNetwork to QuickBooks
• Accurate mapping of shipping, fees, and extra charges to the correct QuickBooks accounts
• Time savings by eliminating double entry of sales and payments
• Stronger collaboration with your accountant, reducing reporting errors

Step 1: Enable Accounting Integration

1. Go to Admin → Reports → Accounting Software Integration.
2. Select QuickBooks Online as your platform.
3. Click Connect and sign in with your QuickBooks Online credentials.

Step 2: Prepare DecoNetwork Settings

1. Review your Payment Methods and remove unused defaults (e.g., “Telephone”).
2. Review Account Terms. Keep only the ones you actively use (e.g., Net 30).
3. If you add new terms or payment methods later, they must also be mapped in QuickBooks before syncing.

Step 3: Configure QuickBooks for Integration

1. In QuickBooks Online, enable Custom Transaction Numbers and (optionally) Purchase Orders.
2. Ensure all Payment Methods, Terms, and Products/Services exist in QuickBooks.
3. Create specific items for charges such as:
   • Shipping Revenue
   • Rush Fees
   • Gift Certificates
   • Setup/Design Fees
   • Payment Surcharge (if passed on to customers)

Step 4: Map DecoNetwork to QuickBooks

1. From the integration settings, map:
   • Payment Methods → Cash, Credit Card, etc.
   • Account Terms → Net 15, Net 30
   • Products & Services → Inventory and non-inventory items
   • Extra Charges → Bagging, Setup, Digitizing fees
   • Shipping → Shipping Revenue
   • Payment Gateways → DecoPay, PayPal, etc.
2. Save after each mapping to avoid errors.

Step 5: Choose Sync Preferences

1. Set when orders should sync: Placed, Invoiced, Awaiting Shipment, or Shipped.
2. Exclude test orders until you’re ready to go live.
3. Choose how customers sync:
   • All customers
   • Only account holders (Net Terms)
   • Generic “DecoNetwork Customer” for one-time buyers
4. Decide whether to deposit payments into separate accounts or undeposited funds.

Step 6: Sync and Review

1. Click Sync Now to send data to QuickBooks.
2. Use Sync Queue to preview pending orders.
3. Check Sync History to review past transfers.
4. Block orders, customers, or products if they should not be synced.

Best-Practice Tips

• Always consult your accountant before finalizing mappings.
• Run a test sync with a small order before syncing your full history.
• Avoid modifying or merging customers/products directly in QuickBooks—this causes sync errors.
• Reconnect the integration if you haven’t synced in months.

Troubleshooting

• Orders not syncing: Check that all terms, methods, and products are mapped correctly.
• Duplicate records in QuickBooks: Caused by merged or altered records in QuickBooks. Undo merges and resync.
• Sync errors after reconnect: Disconnect and reconnect QuickBooks Online.
• Missing payments: Ensure payments are only entered once—avoid manual entries in both systems.

FAQs

• Q: Does DecoNetwork automatically sync with QuickBooks?
  A: No. You must click Sync Now manually.
• Q: What customer info is mapped?
  A: The Display Name in QuickBooks, based on DecoNetwork settings (customer name or company name).
• Q: Can I sync purchase orders?
  A: Yes, but most shops prefer recording expenses manually in QuickBooks.
• Q: What if I see duplicate payments?
  A: This usually happens if payments are recorded in both QuickBooks and DecoNetwork. Block duplicates from syncing.

Additional Resources

• QuickBooks Online Integration Guide