Collect Payments via QuickBooks

this document details the quickbooks connector and gives an overview of all associated collections scenarios for setup instructions, please follow the following link quickbooks integration setup docid 6ry9nsmzdwog ci2judm1 nue's billing accelerator simplifies the invoicing and collection workflow for businesses by seamlessly integrating with quickbooks by effortlessly generating invoices from orders and smoothly transferring them to quickbooks for payment processing, nue ensures a streamlined experience when customers settle their invoices via quickbooks, either by using payment or applying credit memo, nue automatically updates the corresponding invoice, marking the balance as paid this powerful integration between nue and quickbooks presents businesses with an efficient and hassle free billing solution, empowering them to effectively manage their finances docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 overview nue's quickbooks connector supports the synchronization of the following objects nue object quickbooks object direction customer customer one direction sync from nue to quickbooks (only synced when invoices are activated) product item one direction sync from nue to quickbooks (only synced when invoices are activated) invoice and invoice item invoice one direction sync from nue to quickbooks (activating and cancelling an invoice) payment application payment one direction sync from quickbooks to nue credit memo and credit memo item credit memo bi directional created by nue → qbo; cancellations in qbo → nue the diagram below illustrates the synchronization flow note that products are stored in salesforce but are synchronized to quickbooks using nue’s graphql queries, which are automatically routed to salesforce to fetch the required data ⚠️ limitation customer refunds from quickbooks to nue customer refunds created in quickbooks are not currently synced back to nue this feature will be provided in 2506 this means that if you process a refund manually in quickbooks, nue will not reflect that transaction automatically to ensure nue stays accurate manually record the refund in nue by creating a negative invoice or credit memo to reflect the refund this helps keep balances aligned across systems and ensures reporting integrity collection scenarios overview transfer invoices to quickbooks when invoices are activated in nue, nue will automatically transfer the invoices to quickbooks an email is sent to customers’ email address on file with the invoice pdf attached pay invoices when the invoice is transferred to quickbooks, a payment can partially pay an invoice, fully pay an invoice, or pay multiple invoices apply credit memos when credit memos are created or negative invoices are generated in nue by the billing engine, nue will automatically transfer the credit memos or negative invoices to quickbooks as credit memos the credit memos could be applied later to pay open invoices by quickbooks cancel invoices when active invoices are canceled in nue, they will be voided in quickbooks, and vice versa cancel credit memos when active credit memos are canceled in quickbooks, they will be voided in nue the applied credits over an invoice will be canceled as well docid\ f055a8250ffe4756639c936d59377df9e462c6d3 docid\ f055a8250ffe4756639c936d59377df9e462c6d3 transfer invoices to quickbooks user scenario customer smart revenue inc purchases a 12 month subscription of nue on salesforce with a total of $5,988 00, billed monthly the first invoice is created on 09/26, with a payment term of 30 days the customer receives the invoice via quickbooks and pays in quickbooks as usual, a sales user creates a containing the nue on salesforce product line that finalizes into an order once the order is activated, the first invoice of this order is generated, and available to view in the lifecycle manager to generate the first invoice automatically upon order activation, enable the billing setting billing and usage settings docid\ lg4m8tl2tl5ynlhyshskr if this setting is not enabled, you can run an on demand billing schedule to generate invoices you can follow the steps below to access and activate the invoices open the account, and click manage customer lifecycle click on the activate icon to activate the invoice once the invoice is activated, it will be transferred to quickbooks for payments when you click 'search' to refresh the invoice list, you can see the payment status populated with the following data payment status indicates the status of the payment available values include transferred, partially paid, paid, partially refunded, refunded, error when the payment status is error, you can see the payment error message details in the payment details column the standard mapping fields between nue and qbo are shown below you can also use custom fields mapping to map the fields for other business requirements nue customer and quickbooks customer fields mapping nue customer fields quickbooks customer fields name displayname description notes phone primaryphone email primaryemailaddr address billingstreet billaddr line1 billingcity billaddr city billingcountry billaddr country billingstate billaddr countrysubdivisioncode billingpostalcode billaddr postalcode shippingstreet shipaddr line1 shippingcity shipaddr city shippingcountry shipaddr country shippingstate shipaddr countrysubdivisioncode shippingpostalcode shipaddr postalcode nue product and quickbooks product fields mapping nue product fields (value) quickbooks product fields name name description description ("service") type ("{$ config income account id}") incomeaccountref nue transaction (invoice && credit memo) and quickbooks transaction fields mapping nue transaction fields (value) quickbooks transaction fields name docnumber duedate duedate invoicedate txndate nue qbo connector will override the duedate based on the duedate in nue, and it will not sync term to qbo nue transaction items (invoice && credit memo) and quickbooks transaction lines fields mapping nue transaction fields (value) quickbooks transaction fields startdate salesitemlinedetail servicedate transactionquantity salesitemlinedetail qty productid salesitemlinedetail itemref value transactionamountwithouttax amount description description payment status png docid\ f055a8250ffe4756639c936d59377df9e462c6d3 docid\ f055a8250ffe4756639c936d59377df9e462c6d3 pay invoices in quickbooks, under a customer's transaction list page, users can apply a payment for this customer within the payment interface, you have the capability to view the open invoices listed under outstanding transactions you can then specify the payment amount for each individual invoice you have the flexibility to either fully pay an invoice, make a partial payment towards it, or pay multiple invoices all within a single payment transaction depending on the payment amount allocated to each invoice, the invoice's payment status in nue will change to either paid or partially paid additionally, for each payment transaction in quickbooks, nue will generate a corresponding payment application record that is associated with the corresponding invoice pay multiple invoices png docid\ f055a8250ffe4756639c936d59377df9e462c6d3 docid\ f055a8250ffe4756639c936d59377df9e462c6d3 apply credit memos scenario customer smart revenue inc wants to decrease 4 user licenses from the vroom pro subscription, effective from october 1st as usual, a sales rep reduces the quantity of subscription containing the vroom pro product in the lifecycle manager she checks out the change request into a change order and activates the order upon activation, the first credit memo (or negative invoice) of this change order is generated by the billing accelerator, and is available to view in the lifecycle manager you can then follow the steps below to access and activate the credit memos or negative invoices open the account, and click manage customer lifecycle click the credit memos tab click 'activate' action icon to activate the credit memo once the credit memo is activated, it will be transferred immediately to quickbooks for collection when you click 'search' to refresh the credit memo list, you can see the payment status populated with the following data payment status indicates the status of the payment available values include transferred, partially applied, applied, error when the payment status is error, you can see the payment error message details in the payment details column image (4) png docid\ f055a8250ffe4756639c936d59377df9e462c6d3 cancel invoice scenario the company, vroom inc wants to refund customer smart revenue inc the payments of its september invoice due to billing discrepancies the invoice has been paid by the following $299 in payment $199 60 in credit memo #001 $0 50 in credit memo #002 in quickbooks and nue, it is possible to cancel a paid invoice to issue a refund in such a scenario, nue will generate one credit memo of the "credit back" type and three payment applications with a "refund" record type the remaining balance will be returned to the original credit memos here's a breakdown of the process the balance of the generated credit memo (type credit back, amount $299) will be reduced to zero a payment application (type payment) will be generated and associated with this credit memo in nue, representing the refund payment processed in quickbooks the amount previously applied from credit memo #1 (amount $199 60) will be refunded, and a corresponding payment application (type creditmemo) will be generated and linked to the invoice in nue similarly, the amount applied from credit memo #2 (amount $0 40) will be refunded, and a corresponding payment application (type creditmemo) will be generated and associated with the invoice in nue when the remaining balance equals the amount of the credit memo, the payment status will change to "transferred," indicating that it is unapplied image (5) png docid\ f055a8250ffe4756639c936d59377df9e462c6d3 cancel credit memos scenario the company, vroom inc , wants to void a credit memo due to an inadvertent action, and this credit memo has already been applied to an invoice specifically, the invoice in question has a total amount of $499 00, with a remaining balance of $99 80 this balance was initially offset by credit memo #001 in the amount of $199 60 and credit memo #002 in the same amount of $199 60 in quickbooks, it is possible to initiate the cancellation of a credit memo, and this action will also result in the cancellation of the corresponding credit memo in nue this cancellation of the credit memo will effectively reinstate the invoice balance to the amount it had prior to the application of the credit memo in this specific instance, we are planning to cancel credit memo #2 as a result, the invoice balance will be adjusted to $299 40 additionally, any payment application linked to the invoice, which was originally applied using the credit memo, will also be canceled image (6) png