Zoho QuickBooks Integration: How to Integrate Zoho with QuickBooks Online & Desktop?

Zoho offers a number of categories such as Zoho CRM, Zoho Flow, Zoho People, Zoho Books, Zoho Expense, and more. Depending on your requirement, you can use any of the platforms to integrate with your QuickBooks Online and Desktop. Zoho QuickBooks integration helps to sync the details between these two platforms.

Thus, it becomes easier for you to import and export the details from one to another account. If you are willing to know how to connect QuickBooks Desktop and Online with Zoho platforms, we will guide you. Here, in this article, we will use Zoho Inventory and Zoho Expense apps to connect with QuickBooks.

How to Integrate Zoho Inventory with QuickBooks Online?

Zoho Inventory helps to make your inventory and accounting management work simultaneously. By integrating Zoho Inventory with QuickBooks Online, you can access all the purchases and sales easily in your Zoho Inventory account.

With this seamless Zoho and QuickBooks Online integration (US edition), you can perform the following actions:

• Import the contacts and accounts into the Zoho Inventory from your QuickBooks Online.
• Export the credit notes, bills, invoices along with the payments from Zoho Inventory to the QuickBooks Online.

What Are the Prerequisites of Zoho to QuickBooks Integration?

To get started with Zoho and QuickBooks Online integration, one has to meet the following requirements:

• You should have an account for QuickBooks Online.
• Connecting the multiple QuickBooks company to the Zoho Inventory company is not allowed.
• Make sure that the QuickBooks organization you are integrating with must be based in the US.
• The base currency of QuickBooks and Zoho organizations should be the same.
• If you have activated the multi-currency in Zoho Inventory then you need to enable it for the QuickBooks account as well.

Once you comply with these requirements then you can continue with the Zoho QuickBooks integration setup.

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How to Set Up Zoho QuickBooks Integration?

The process of integrating Zoho with QuickBooks is quite simple. All you have to log in to the Zoho Inventory account, select the Accounting tab from the Integrations tab. Thereafter, you can connect to the QuickBooks account from the Zoho Inventory.

You can follow these steps as well:

• Sign in to the “Zoho Inventory” account.
• Go to the “Integrations” tab located on the sidebar.
• Select the “Accounting” tab.
• Now, click on the “Connect to QuickBooks” button located next to the “QuickBooks Online”.
• This will take you to the “QuickBooks Online login page”.
• You can add the login credentials.
• Once you are successfully signed in, you need to check if you have more than one organization. If so then you have to choose an organization which you prefer to connect with the Zoho Inventory.
• Hit the “Connect” button to complete the integration setup.

As you follow these steps, you can continue setting up the integration for your QuickBooks Online and Zoho Inventory account.

Configure the Zoho to QuickBooks Integration

After you connect QuickBooks successfully, it takes you to the Zoho Inventory account page where you need to configure the integration such as import and export from your QuickBooks Online account.

Import from the QuickBooks Online

Users can import a number of data from your QuickBooks Online account. It includes Accounts, Vendors, and Customers.

• Accounts: All the QuickBooks accounts can be imported (by default) as the accounts in Zoho Inventory. In addition, these accounts can be synced in both ways. But if you make any changes to the existing account in the Zoho Inventory account then it will not be reflected in the QuickBooks Online.
• Customers: The contact details of all the customers in QuickBooks can be imported as customers in your Zoho Inventory account.
• Vendors: All the contact details of vendors of your QuickBooks account can be imported as vendors in your Zoho Inventory account.

Remember that the import process will not affect the existing contacts and accounts in the Zoho Inventory account. Also, the import will be reflected automatically in the Zoho Inventory account.

Export to the QuickBooks Online

From Zoho Inventory to QuickBooks Online, users can import a number of data such as payments, credit notes, bills with payments, and more.

• You can select the module that you wish to export from your Zoho Inventory to QuickBooks Online.
• Export the bills with payments, invoices with payments, and credit notes.
• Choose the adjustment account for invoices and bills.
• Select the account under which you wish to record your write-offs for invoices and bank charges.
  • If there is a write-off invoice in your Zoho Inventory, it automatically creates a credit note which associates with the equivalent invoices in your QuickBooks Online.
  • If any payment is saved with the bank charges then the payment amount will be accounted as the undeposited funds. Also, the deposit will be prepared for the relevant bank account with the bank charges.
• Users can also export the transactions made with the contacts that you imported from QuickBooks Online. In case you wish to export the transaction made with the contact in Zoho Inventory then it will be created automatically in your QuickBooks account along with the basic details including phone, name, address, and email.
• The underlying items in bills and invoices that are exported from the Zoho Inventory will be prepared on the fly as QuickBooks Products and Services.
• Also, you can export the transactions to QuickBooks Online when they are updated, created, and deleted in Zoho Inventory.

Map the Taxes

When you map the taxes, you need to make sure that both the taxes should have the same tax rates.

• To map the taxes, you need to make sure that you enable the taxes in both QuickBooks Online and Zoho Inventory accounts.
• Choose the existing tax in Zoho Inventory or you can create the new tax. Then, select an equivalent QuickBooks tax so that it can be mapped.

When you are done with the configurations and initial set up, click the Save button. Thereafter, it takes you to the information page where you add the required details.

Add the Items from QuickBooks Online

Items that are saved in Zoho Inventory do not sync with the QuickBooks Online items. But the Zoho Inventory is a stock management software program so it is necessary that you add the QuickBooks Online items into your Zoho Inventory account.

To add the items from QuickBooks Online to Zoho Inventory, you can pursue the following steps:

• First of all, you can export the items to the QuickBooks account.
• Then, import the items into your Zoho Inventory.
• Now, make the items inactive in your QuickBooks Online.

View the Integration Details

When you are done configuring the integration, the details related to the integration can be seen from the details page.

• The new entry to the list of accounts and contacts in QuickBooks will be reflected automatically in the Zoho Inventory account by the integrity of the “Auto-sync” option that happens once a day.
• If you wish the changes to appear in Zoho Inventory then click on the “Instant Sync” option.
• You can even modify the configurations anytime. All you have to do is click on the “Change Configuration”.
• If required then you can find out when your next sync will happen, the last time of the sync, and the history of all the sync between QuickBooks Online and Zoho Inventory.

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How to Sync Between QuickBooks Online and Zoho Inventory?

Zoho Inventory syncs the data from your QuickBooks Online account. It may include all the contacts, invoices, bill details, stick movements, and transactions. If you are not aware of all details it syncs, we will help you to know it.

Transaction Details

Transactions such as bills and invoices with payments are synced from Zoho Inventory to the QuickBooks Online account. Below we will enlighten you about the type of sync, invoices, and sync time that are synced with QuickBooks Online and Zoho Inventory.

• Zoho Inventory
  • New invoice
  • Updating invoice
  • Deleting invoice
  • Adding payment for invoice
  • Deleting payment for invoice
  • New bill
  • Updating bill
  • Deleting bill
  • Adding payment for bill
  • Deleting payment for bill

The Sync Type of All these Zoho Inventory invoices is One-way sync. And, they all sync immediately.

• QuickBooks Online
  • Creates a new invoice
  • Updates the corresponding invoice
  • Deletes the corresponding invoice
  • Creates payment for the corresponding invoice
  • Deletes payment for the corresponding invoice
  • Creates a new bill
  • Updates the corresponding bill
  • Deletes the corresponding bill
  • Creates payment for the corresponding bill
  • Deletes payment for the corresponding bill

The Sync Type of All these QuickBooks Online invoices is One-way sync. And, they all sync immediately.

Note: Currently, Sales Returns can’t be pushed into your QuickBooks Online.

Invoice Details

The invoices you create in Zoho Inventory can be exported to the QuickBooks Online account including the payments.

In the following information, we will show you what all invoices in Zoho Inventory are mapped with the invoices that are created in QuickBooks.

Zoho Inventory -> QuickBooks Online

• Invoice Number -> Synced as Invoice No.
• Currency Code -> Synced as Currency code
• Invoice Date -> Synced as Invoice date
• Exchange Rate -> Synced as Currency exchange
• Name -> Synced as Product/Service
• Rate -> Synced as Rate
• Description -> Synced as Description
• Quantity -> Synced as Qty
• Discount -> Synced as Discount (QuickBooks Online does not support line item level discounts. The item level discounts will appear as a total discount for the invoice).
• Tax -> Synced as Tax
• Shipping Charges -> Synced as Shipping
• Adjustment -> Synced as Adjustment (It will be added as a separate line item)

Bill Details

Bills that you create in Zoho Inventory can be pushed to QuickBooks Online including the payments. In the following information, we will show you what all invoices in Zoho Inventory are mapped with the invoices that are created in QuickBooks.

Zoho Inventory -> QuickBooks Online

• Bill# -> Synced as Bill No.
• Bill Date -> Synced as Bill date
• Currency Code -> Synced as Currency code
• Exchange Rate -> Synced as exchange rate
• Name -> Synced as Product/Service
• Description -> Synced as Description
• Rate -> Synced as Rate
• Quantity -> Synced as Qty
• Discount -> Synced as Discount (It will be added as a separate accounting line item)
• Adjustment -> Synced as Adjustment (It will be added as a separate accounting line item).

Contact Details

Both customer and vendor contact details will be synced from Zoho Inventory and QuickBooks Online. A contact that is created in QuickBooks as a Customer can be imported into your Zoho Inventory account as a new Customer.

Similarly, the Vendor in your QuickBooks Online will appear as a new Vendor into your Zoho Inventory account. In the following information, we will show you what all contact details can be reflected from QuickBooks Online account to Zoho Inventory.

QuickBooks Online -> Zoho Inventory

• Display name -> Synced as Contact Display Name
• Email -> Synced as Contact Email
• Phone -> Synced as Contact Phone (Work Phone)
• Mobile -> Synced as Contact Phone (Mobile)
• Website -> Synced as Website
• Fax -> Synced as Fax
• Billing Address -> Synced as Billing address
• Shipping Address -> Synced as Shipping Address (Not applicable for Vendor)
• Currency Code -> Synced as Currency code

Stock Movements Details

The stock movements in your Zoho Inventory account will be recorded daily in QuickBooks Journal. Both outgoing and incoming changes in stock will be saved in a journal. Each line item in your QuickBooks journal will show the credit and debit amount per purchase/sale account for the day.

The inventory adjustment that you prepare in Zoho Inventory can also be recorded in the QuickBooks journal. Therefore, you can avoid entering the data manually as the stock movements will be automatically recorded in your journal.

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How to Delete the Zoho and QuickBooks Online Integration?

In case you no longer wish to connect Zoho Inventory with QuickBooks Online then you can delete the integration. All you have to go to the Settings -> Integrations -> Accounting -> click the Trash icon.

You can follow the steps to remove the Zoho QuickBooks integration:

• Sign in to the “Zoho Inventory” account.
• Navigate through the “Settings” app.
• Click on the “Integrations” option.
• Switch to the “Accounting” tab.
• Select the “Trash” icon located on the top iht.
• Click the “Confirm” button.

As you follow these steps, the integration will be removed from your Zoho Inventory account. But keep one thing in your mind, even after removing the Zoho QuickBooks integration, your accounts, vendors, and customers will remain active from your QuickBooks Online to Zoho Inventory account.

If you think you might switch back to the same integration then you can temporarily disable the integration. This will prevent you from setting up the integration again. All you have to click on the Deactivate link. By doing so, your Zoho Inventory account will stop syncing with QuickBooks Online. To activate the integration, all you need to click on the Activate button.

Tip: If you are willing to integrate some other Zoho Inventory organization with your QuickBooks Online then make sure that you remove the current integration. Only after then you can set+. up the new integration with a new organization.

How to Use Zoho and QuickBooks Desktop Integration?

QuickBooks Desktop users can use Zoho Expense for the integration. This will make the employee expenses accounting easy. You can import the customers and employees from your QuickBooks Desktop and record all your expenses in the Zoho Expense account. If required then you can export the information to your QuickBooks Desktop app.

Note: Besides QuickBooks Desktop, users can also integrate Zoho Expense with QuickBooks Premium, Pro, Accountant, and Enterprise editions of 2014 version and newer. Also, make sure QuickBooks Desktop is installed on the Windows operating system.

Connect Zoho Expense with QuickBooks Desktop

To get started with the Zoho and QuickBooks Desktop integration, first, you have to download the QuickBooks Desktop connector so that you can integrate it with Zoho Expense.

To download the QuickBooks Desktop in Zoho Expense, you can do the following:

• Login to your “Zoho Expense” account.
• Then, go to the “Integrations” section located under the “Admin” module on the left.
• Click on the “QuickBooks Desktop”.
• Hit the “Download Connector” (for Windows OS only).
• Click on the “Download” button.

Once you download the QuickBooks Desktop into Zoho Expense, you need to authorize access to the QuickBooks Desktop. For that, you can do the following:

• Open the connector.
• Enter the QuickBooks Desktop file location.
• To find the file location, you can click on the “QuickBooks Desktop company” that you wish to connect with your Zoho Expense and use Ctrl + 1 keys.
• Now, copy your file location which is located under the “File Information”.
• Then, paste the location in the connector.
• For multiple Zoho Expense organizations, choose the one that you would like to link with your QuickBooks Desktop.
• Hit the “Next” button.

Once you are done downloading and connecting the QuickBooks Desktop with Zoho Inventory, you can configure the import and export preferences.

Configure the Integration

To configure the integration, it requires two processes; Import data from QuickBooks Desktop and Export to QuickBooks Desktop.

Import from QuickBooks Desktop

• Accounts: It imports the Expense accounts by default along with their sub-accounts as categories in your Zoho Expense. Also, the categories that are already existing, it marks them as inactive.
• Employees: Employees who have the email address in their QuickBooks Desktop will be imported as Submitters to the Zoho Expense. However, you can change the role of users after the import.
• Customers: All the QuickBooks Customers can be imported to the Zoho Expense account. You can also link them to the expenses in the Zoho Expense account. However, you cannot import the sub-customers.
• Classes: All the classes can be imported as options of a tag in your Zoho Expense account.

If there is any new entry to the list of employees, customers, classes, and expense accounts in the QuickBooks Desktop then it will appear in your Zoho Expense once the application is synced using the connector.

Export to QuickBooks Desktop

Another important process to configure integration is to export the expenses to your QuickBooks Desktop. You can export the reimbursable expenses as Bill and Journal whereas the non-reimbursable expenses can be exported as Credit Card charges. If required then you can export the advance payment as well.

Mapping

By performing the Zoho and QuickBooks Desktop integration, you can map card feeds, users & vendors, merchants & vendors. All you have to go through the settings and edit the details as per the requirements.

In addition, you can sync and export the reports to your QuickBooks Desktop. I require then you can disconnect the integration by disabling the app from your account.

Closure

Zoho to QuickBooks integration is quite easy. All you have to do is open your Zoho account and download the QuickBooks app in order to proceed with integration. Zoho Inventory, Zoho CRM, and others can also be integrated with QuickBooks programs so that you can manage the invoice, expenses, and the entire data of both platforms.

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