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QuickBooks Online Integration
QuickBooks Online Integration

Push invoices from WISK into QuickBooks Online by connecting your accounts

Nick Neale avatar
Written by Nick Neale
Updated over a week ago

Article Contents

Introduction

If you use QuickBooks Online as your accounting software, you can push your distributor invoices in WISK to your QuickBooks Online account.

Pushed invoices appear as Bills under your Expenses and you can make payments / mark them as paid.

Note: For QuickBooks Desktop, you can export invoices from WISK in a format that can be uploaded to your account. For more information, see:

Connecting WISK with Your QuickBooks Online Account

Before you can push invoices, you must first connect WISK with your QuickBooks Online account.

To connect WISK with your QuickBooks Account:

  1. Place your cursor over your username on the bottom left corner and click “Venue Settings”’

    The "Venue Settings" button on the side menu bar is highlighted.

  2. On the Venue Settings window, make sure the Accounting Integration dropdown has "QuickBooks Online" selected and click "Setup accounting integration"

    The "Accounting integration" section of the Venue Settings is highlighted for emphasis.

  3. A new window opens to the QuickBooks Online website. Enter your QuickBooks Online username and password and click “Sign In”

    The QuickBooks user ID and password have been entered and the "Sign In" button is highlighted.

    Note: If the QuickBooks website doesn’t appear, please temporarily disable your browser's pop-up blocker and try again.

  4. A message displays that the integration is in progress.

    The integration in progress messages that displays. A few messages will display in quick succession.

  5. When the integration is complete, it displays as “Completed, active” on the Venue Settings

    Note: If your QuickBooks Online account uses Classes, you'll see a drop-down menu where you can select the default Class that gets assigned to invoice items.

After the integration is complete, it can take a few minutes to sync the data from QuickBooks to your WISK account (GL accounts, distributors, taxes, etc)

Connecting Multiple WISK Accounts

If your venue has Food and Beverage accounts in WISK, and you use the same QuickBooks Online account for both (instead of having separate accounts), only one WISK account can be connected at a time.

We recommend picking one of the WISK accounts and going through the setup steps below. When finished, you can then switch to the other account and complete the setup for that one.
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At that point, each account has all the required GL accounts and taxes to export invoices.

Whenever you want to export invoices to your QuickBooks Online account from either account, you'll just need to follow the steps in "Connecting WISK with Your QuickBooks Account" above to make it one with the active connection.

Linking GL Accounts, Taxes & Distributors/Suppliers

With your WISK and QuickBooks Online accounts integrated, the next step is to link your GL Accounts, Taxes, and Suppliers between the two platforms.

This ensures when you send your invoices from WISK to QuickBooks Online that they're filed under the correct accounts and payees/suppliers.

Note: After integrating your QuickBooks Online account, WISK refreshes/syncs your data once daily. If you add any GL accounts, taxes, or suppliers, they'll appear in WISK the next day, so plan accordingly.

GL Accounts

Before you can push invoices from WISK to your QuickBooks accounts, take a moment to set up your GL accounts if you haven’t already.

You won’t be able to send an invoice until GL accounts have been assigned to each line item.

Setting up your GL accounts requires the account name and number. To learn more, please see:

Note: You'll need account numbers enabled in QuickBooks Online to export invoices.

After adding your GL accounts to WISK, you can link them to the matching accounts in QuickBooks. Otherwise, when you push an invoice, it'll create new accounts if they don't find an exact match.

To link your GL accounts:

  1. Hover your cursor over your username on the bottom left and click “Venue Settings”

    The "Venue Settings" button on the side menu bar is highlighted.

  2. Click the "GL Accounts" tab

    An arrow points to the "GL Accounts" tab.

  3. Click the "Details" button beside a GL account

    An arrow points to the "Details" column beside the GL Accounts.

  4. Click the + button beside "Accounting accounts"

    An arrow points to the "+" button on the "Accounting accounts" tab.

  5. Click into the "Accounting accounts" drop-down menu. You'll see all of the accounts from your QuickBooks Online account. Select the one that the matches, put a percentage of 100%, and click the checkmark

    Note: If you need to link more than one GL account, see "Split GL Accounts" below
    ​

  6. The GL accounts are now linked. When you export items to that GL account(s) they will appear in the right place in QuickBooks.

Split GL Accounts

If you have items that need to be linked to multiple GL accounts, for example, citrus fruits that could be used in both food and alcoholic drinks, you can click the "+" button to add another.

Note: If adding another, make sure that the "Percentage" field for the other account is set to under 100%.

Select an accounting account and then adjust the percentages. The percentage designates how much of the value goes towards each account.

A GL account where it is split between both food and liquor purchases, each at 50%.

When exported to QuickBooks Online, any line items using the Split GL appear as a separate item for each account, with the percentage amount designated to each. In the example below, an invoice with $100 of lemons goes towards both food and liquor expenses:
​

The $100 worth of lemons is split into two entries of $50.

Taxes

When your QuickBooks Online account is integrated with WISK, it imports your taxes / tax rates. Similar to GL accounts, you'll must create each tax in your WISK account and link it to the corresponding tax imported from QuickBooks.

Note: If you don't link the taxes, you won't be able to export invoices to QuickBooks.

To learn more about taxes, please see:

To link taxes between WISK and QuickBooks:

  1. Hover your cursor over your username on the bottom left and click “Venue Settings”

    The "Venue Settings" button on the side menu bar is highlighted.

  2. Click “Taxes”

    An arrow points to the "Taxes" tab under Venue Settings

    Note: If you can’t see this tab, please contact WISK Support and they will enable it in your account
    ​

  3. Click “New Tax”

    An arrow points to the "New tax" button.

  4. Before entering a Tax name, click into the "Tax name in accounting" field. You should see all of your taxes from QuickBooks. Click one of the taxes from the drop-down

    The "Tax name in accounting" field has been clicked and shows all the taxes from the accounting software.

  5. The "Tax name" field populates with what you selected from the drop-down. Click Save.

    The "Save" button is highlighted for emphasis.

  6. On the next screen, enter the tax rate for this tax. This must be the same rate in your QuickBooks account.

    The tax rate has been entered as 13%

    Note: For more information about setting up tax rates, please see:

  7. Your taxes are now linked. When you export invoices, they'll appear under the correct tax in QuickBooks.

Distributors / Suppliers

In this step, you'll link your distributors in WISK to your suppliers / payees in your QuickBooks account. This ensures that the invoice is filed under the correct supplier/payee.

Otherwise, when you push an invoice, it will create a new supplier in QuickBooks if it doesn't find an exact match.

  1. Click on "Distributors" on the left-hand menu bar

    The "Distributors" menu button is highlighted for emphasis.

  2. Click the "Details" button beside a distributor

    An arrow points to the "Details" column beside a distributor.

  3. Click the "Accounting distributor" drop-down menu. You'll see all of the suppliers from your QuickBooks Online account. Select the one that the matches.

    The "Accounting distributor" field is highlighted for emphasis. It shows all suppliers from your Quickbooks acocunt.

  4. The distributors are now linked. Any invoices sent from WISK from that distributor will appear under what you selected under "Accounting distributor".

Classes

If your QuickBooks Online account has access to class tracking, your classes are imported into your WISK account and can be assigned to invoice items. To learn more about class tracking, see:

Selecting a Default Class for Invoices

To select the default class to be used on invoices:

  1. Place your cursor over your username on the bottom left corner and click “Venue Settings”’

    The "Venue Settings" button on the side menu bar is highlighted.

  2. Scroll down to the "Account Integration" section and click the "Default QuickBooks class' drop-down menu. Select the class you want to use as the default

    The "Default Quickbooks class" dropdown has been clicked and it shows all available classes

  3. The selected class will be applied to each line item on an invoice by default, but can be changed manually if needed

    Class A has been selected

Classes on Invoices

If using classes, you'll see a "QuickBooks Class" field/column appear when viewing invoices. If you selected a default class, it's assigned to each invoice item automatically.

The QuickBooks Class field is highlighted for emphasis.

To change the class, click into the field and select a new class from the drop-down menu.

The "Quickbooks class" field has been clicked and shows all available classes

You can also select the class when adding items to the invoice.

On the "Add Item" section it shows the QuickBooks Class field

Exporting / Pushing Invoices to QuickBooks Online

Before you can export an invoice or return you need to make sure that each line item:

  1. has a GL account assigned

  2. taxes are included (if applicable) and

  3. that the invoice total matches the "invoice total on paper" field

Note: When you go to export an invoice/return, please confirm all details are correct. You can resend invoices if you make a mistake, but every time you send an invoice it creates a new bill/expense. You may need to delete the previous one in QuickBooks.

Only users with the Admin role can export invoices to QuickBooks Online.

Exporting an Invoice

To export an invoice to QuickBooks Online:

  1. Click Orders > Invoices / Returns

    The "Invoices / Returns" button is highlighted.

  2. Click the details button beside the invoice you want to push

    An arrow points to the "Details" column beside an invoice

  3. Before sending, make sure:

    • the "Invoice Total on Paper" field matches the "Total" field

    • that GL accounts have been assigned to all items

    • that you've selected the correct tax format (inclusive, exclusive, no tax)

    Otherwise, you'll receive an error message when sending. When ready, click “Actions” > “Send to accounting”

    The "Actions" button is highlighted and an arrow points to the "Second to accounting button".

    Note: If you've attached an image to the invoice, it will also get imported into your QuickBooks account.

  4. A window appears where you must confirm the invoice details are correct. If all details are correct, click "OK"

    An arrow points to the "OK" button

  5. The invoice is sent and a message displays in the invoice saying it's been sent to accounting in its current state. If you make any further changes to the invoice you should resend it to accounting

    The invoice has been sent to accounting

Exporting Multiple Invoices

To export multiple invoices at a time:

  1. Click the checkbox beside each invoice you want to export

    An arrow points to the checkboxes beside invoices

  2. After checking each invoice, click "Send to accounting" on the side menu that appears

    Two invoices have been selected and an arrow points to the "Send to accounting" button

    Note: If you select an invoice that has already been sent to accounting, the option won't appear. This is because in most cases you should only send an invoice to QuickBooks Online once. The "Sent to accounting" column shows a check for invoices that you've already sent. If you need to resend an invoice you can only. do it one invoice at a time.

    A selected invoice has already been sent to accounting so the option isn't visible

  3. A window appears where you must confirm the invoice details are correct. If all details are correct, click "OK"

    An arrow points to the "OK" button

  4. The invoices are sent and the "Sent to accounting" boxes are checked. A message displays in each invoice saying it's been sent to accounting

    Note: If one or more of the selected files is missing required information, you'll receive an error message. Click the details button beside the noted invoice(s) and add the missing information. Click "Retry" after making your changes.
    ​
    To learn more about potential errors, see "Troubleshooting / Errors" below.

    The pop-up that appears if any invoices are missing important information

Troubleshooting / Errors

When you export an invoice, you must:

  1. Have a GL account assigned to every line item

  2. Make sure the totals match

Missing GL Accounts

If a line item is missing a GL account, you'll receive the following message when you try to export the invoice.

Assign a GL account to the missing item(s) and try again.

Totals Don't Match

When exporting an invoice, the "Total" and "Scanned Total" fields have to match. If they don't, you'll see this message:

Total is the sum of all items on the invoice in WISK, and Scanned Total is also known as the invoice total on paper. In other words you need to add items to the invoice in WISK to get both values to match.

Make sure you've added the following to the invoice:

  • Taxes

  • Charges & Credits

  • Discounts (if applicable)

Note: If the "Scanned Total" field is blank, you'll need to enter a value.

Viewing Invoices / Returns on QuickBooks Online

Sign in to your QuickBooks Online account and you’ll see any sent invoices/returns on the Expenses page.
​
Invoices appear as bills, and returns as vendor credits.

  • The “Payee” field populates with the distributor name, and the “Category” depends on the GL accounts that were marked on the invoice.

  • If more than one GL account was used, it displays as "Split", and you can click the bill to see a breakdown by line item.
    ​Note: If any line item used a Split GL, the value of that line item is split into separate entries based on the percentages that were set

  • If using classes, the assigned classes appear in the "Class" field.

  • If any images were attached to the invoice in WISK, they will appear in QuickBooks

  • If taxes were included in the exported invoice, you can view it inclusive or exclusive of tax.

The QuickBooks interface showing the invoice that was imported from WISK.

Note: If the Payee/Supplier and Category didn’t already exist in your QuickBooks account, they’ll be created.

The invoice breakdown on Quickbooks.

Resending an Invoice

If you have sent an invoice to QuickBooks Online but discovered a mistake, you can resend the invoice after making your changes.
​
​Important: When you resend an invoice to QuickBooks it makes a new expense / bill. Make sure you notify your accounting department so they can make any necessary changes (delete the original invoice that was sent, etc.).

To resend an invoice:

  1. Open an invoice and Click Actions > Resend to accounting

    An arrow points to the "Resend to accounting" button

  2. Click "OK" on the confirmation page

    An arrow points to the "OK" button

  3. Click "OK" on the secondary confirmation. This message tells you this action will create a duplicate expense/bill in your QuickBooks Online account.

    An arrow points to the "OK" button

Note: There will be some upcoming UI changes to make it clearer when the invoice has been resent. In the meantime you can check the timeline tab to see each time it was sent.

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