To use the integration, you obviously need a separate Quickbooks Online account. You also want to make sure the QBO account is set up most efficiently to work with the integration.
Do you have access to your QBO account already? If not, go to the www.intuit.com website, QuickBooks link (QuickBooks Online) . Most of our customers go with the Essentials or Plus version because they want to be able to pay bills in their QBO account. If you are going to use QBO for payroll, you will also need to add Payroll to your subscription. Plus will be required if you want to do location reporting in QBO and if you will have more than 3 users (3 employees plus an accountant)
Is your Chart of Accounts Ready to go? Financial Events in Heartland Retail will create Journal Entries in QBO. As part of the set up you will need to tell Heartland Retail which accounts from your QBO Chart of Accounts you want those journal entries to hit (debit or credit) in your QBO Chart of Accounts. Read this article: Journal Entries Created in Heartland for Quickbooks Online Integration for an understanding on how the integration will work and to consider what general ledger accounts you will want to ensure exist or created in our Chart of Accounts. We also created this article of highly Suggested GL accounts for Heartland Retail to QuickBooks Online Integration.
Have your accountant review your Chart of Accounts: Do you have an accountant ?Have your accountant and/or bookkeeper review your final QBO Chart of Accounts.
Some helpful hints related to your QBO Set up:
- In QBO, enable General Ledger Account number and use them. It just makes it easier when you have to manually enter any entries.
- If you have multiple locations, think about using 'classes' in QBO for those locations, instead of 'locations' if you are going to want to break down expenses on an invoice (such as shipping) by locations.
Once you are confident you have your QBO Chart of Accounts Set up and ready for the integration, you can start the actual integration using the articles below as a guide. Configuring the QuickBooks Online Integration and then you can sync your events via this article: Syncing Events from Heartland to QuickBooks Online.