QuickBooks Integration

Overview

Accounts can be linked to QuickBooks Online customers for automated invoice synchronization.

Features:

• Auto-create QuickBooks customers
• Sync account details (name, billing address, email)
• Associate invoices with accounts
• Update account when QuickBooks data changes

Linking Accounts to QuickBooks

Option 1: During Account Creation

• Enter QuickBooks Customer ID in creation form
• System validates ID exists in QuickBooks
• Links account on creation

Option 2: After Account Creation

• Navigate to account detail page
• Click "Link QuickBooks Customer" button
• Enter or search for QuickBooks Customer ID
• System syncs data and links account

Option 3: Auto-Create in QuickBooks

• Leave QuickBooks ID blank during creation
• System auto-creates QuickBooks customer
• Uses account name, billing email, billing address
• Returns QuickBooks ID and links account

Synchronization

Sync Triggers:

• Account created (auto-sync if integration enabled)
• Billing address updated
• Billing email changed
• Manual sync button clicked

Sync Direction:

• Sampo → QuickBooks: Account details, billing address, email
• QuickBooks → Sampo: Customer ID, invoice links

Sync Failures:

• System logs error in audit trail
• Admin receives notification
• Account remains functional (billing unaffected)
• Retry manual sync after fixing issue

Invoice Association

Workflow:

1. QuickBooks invoice created for customer
2. System auto-associates invoice with account
3. Invoice appears in account billing history
4. Members with BILLING role can view/download

Benefits:

• Centralized invoice history
• Self-service invoice downloads
• Automated payment tracking
• Historical billing records