Collect Payments via QuickBooks

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.

Setup Connection

Please follow the steps below to setup connections to Quickbooks:

• Navigate to System Settings
• In the search box, search for QuickBooks Integration
• Navigate to the Quickbooks Integration setup page

Click 'Configure' button, and then: 

1. Copy QuickBooks TrggierURL to QuickBooks Webhooks setting page(https://developer.intuit.com/app/developer/dashboard)
2. Create a Nue authentication by inputing a Nue API key
3. Create a QuickBooks authentication by inputing QuickBooks username and password
4. Click "Finish"
   

You'll see the QuickBooks "Company Name" when successfully finished the integration settings.

Note: to enable QuickBooks webhook, the QuickBooks app which contains the webhook settings, is required to authorize the QuickBooks account. Otherwise, Nue will NOT receieve any payment messages from QuickBooks. You can copy and paste the following URL to your web browser and process the App authentication (Don't forget replace YOUR_CLIENT_ID, YOUR_REDIRECT_URI, YOUR_UNIQUE_STATE)

https://appcenter.intuit.com/connect/oauth2?client_id=YOUR_CLIENT_ID&redirect_uri=YOUR_REDIRECT_URI&scope=com.intuit.quickbooks.accounting&response_type=code&state=YOUR_UNIQUE_STATE

• YOUR_CLIENT_ID: you can find it in the same page when you configured webhook, Dashboard -> select / create an App -> Production Settings -> Keys & credentials
• YOUR_REDIRECT_URI: any REDIRECT URI in "Keys & credentials -> Redirect URIs section" is OK, e.g. https://developer.intuit.com/v2/OAuth2Playground/RedirectUrl
• YOUR_UNIQUE_STATE: any STATE code is OK, e.g. arandomstatecode

If the authentication URL is configured well, you will see a authentication page like this, click 'Connect' will jump to the REDIRECT URI you set into the URL, which means the authentication is working now. 

Map Existing QuickBooks Customers and Products with Nue

This step is necessary if you already have an existing QuickBooks instance and want to link the customers/products in your QuickBooks instance to Nue. 

Prepare Mapping Data

Exports Accounts and Products from Salesforce

In this step, we will export Salesforce Accounts using Dataload.io provided by Salesforce.

• Login to Salesforce and navigate to Setup
• Search Dataloader.io in Quick Find and click to launch Dataloader.io
• Login to Dataloader.io with Salesforce
• Click 'New Export Task' and select “Account“/Product Object with “Account ID“/"Product ID" and “Account Name“/"Product Name", click Save & Run
• Click to download the export file.  

Query Customers and Products from QuickBooks via API

You can use the following QuickBooks API to query the customers and products ("items") data: 

GET https://quickbooks.api.intuit.com/v3/company/{reamId}/query?minorversion={minorversion}

Content type:text/plain
Production Base URL:https://quickbooks.api.intuit.com
Sandbox Base URL:https://sandbox-quickbooks.api.intuit.com

Sample query for customers: 

Select c.id,c.displayname from Customer c order by displayname

Sample query for products: 

Select i.Id, i.name from item i order by name

For more information about QuickBooks query API, please checkout QuickBooks API Documentation.  

Create Mapping File

First, please download the customer and product mapping CSV template by following the steps below: 

• Login to Nue, and navigate to System Settings
• Search settings: "QuickBooks Integration"
• Click the 'Import Mapping' button, and click 'Download Template'. 

In the template, insert the data using the data exported from Salesforce and QuickBooks to create the customers and products mapping.

After the mapping is complete, save it as a CSV file.

Import Mapping File

Click the 'Import' button to import the CSV mapping files.  If there are errors, you will see an Error link where you can download the Error CSV file.  You can correct the error and re-import the CSV file.

Collection Scenarios Overview

Now let's take a deeper look at the following common collection scenarios.

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. the payment will be refunded as a Payment type credit or give the balance to credit memo

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. 

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 Automatically generate the first invoice when an order is activated. 
• 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.

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.

Apply Credit Memos

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.

Cancel Invoice

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:

1. 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.

2. 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.

3. 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.

Cancel Credit-Memos

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.