This guide provides quick and detailed instructions for setting up your QuickBooks Online Transactions integration in Tropic
Prerequisites
- Role Required: Owner
- Ensure you have admin access in QuickBooks Online (QBO).
Steps to Connect QuickBooks Online
- Navigate to the Integration page in Tropic.
- Under Data Categories, check the Accounting checkbox.
- Click View Details (Alternatively, use the Setup Integration link in the email notification you received).
- Click Connect.
- Provide your Account/Realm ID and click Connect to QuickBooks
- Select the Production or Sandbox environment for QuickBooks.
- Review your data permissions and click Next.
- Click Open Window to log in to QuickBooks Online.
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Follow the on-screen instructions to complete the authentication process:
- If you have an active QuickBooks session, you’ll be redirected back to Tropic.
- If not, enter your credentials and sign in.
Where to find your Account or Realm ID in QuickBooks
Your Account or Realm ID is the same as your Company ID in QuickBooks Online.
- Log in to QuickBooks Online.
- Navigate to Settings.
- Select Billing & Subscriptions.
- Copy the Company ID.
Required Permissions in QuickBooks
The integration requires the following permissions:
- Read journal entries
- Read invoices
- Read purchase orders
- Read accounts
- Read company information
- Read contacts
- Read financial statements (balance sheets, income statements, cash flow statements)
- Read expenses, credit notes, and payments
- Read tracking categories and tax rates
- Read vendor credits and accounting transactions
Post-Setup Steps
After successfully connecting QuickBooks Online to Tropic, complete the following steps to ensure proper data synchronization.
Selecting QuickBooks Accounts to Sync with Tropic
- Role Required: Owner
- After connecting QuickBooks to Tropic, select which accounts to sync.
- Only data from selected accounts will be pulled into Tropic.
Steps to Select Accounts
- Click Finish Setup.
- Click Continue and review the available accounts in QuickBooks.
- Select the accounts to sync in Tropic.
- Click View Summary and then Save Preferences.
- You will receive a confirmation that the connection was successful.
- Follow the link provided to complete the Supplier Matching process.
Best Practices for Selecting GL Accounts
Accounts to Include:
- Expense Accounts: Software, subscriptions, utilities.
- Cost of Goods Sold (COGS) Accounts: Direct supplier costs (e.g., raw materials, services).
Accounts to Exclude:
- Salaries/Wages
- Bonuses/Commissions
- Payroll Taxes & Benefits
- Fines & Penalties
- Allocations
- Miscellaneous Expenses
Recommendation:
For optimal setup, sync all relevant Expense and COGS accounts. Selecting a broader range of accounts initially allows for easier refinement during supplier mapping.
Matching QuickBooks Suppliers to Tropic Suppliers
- Role Required: Owner
- After linking QuickBooks to Tropic, map QuickBooks suppliers to Tropic suppliers for accurate transaction display.
Steps to Match Suppliers
- Navigate to Settings > Product Matching in Tropic.
- Find a Source Supplier from QuickBooks Online.
- Click Edit and search for the corresponding Tropic Supplier.
- Click Save to establish the link.
- For more information about matching please refer to Suppliers and Transaction Mapping article.
Viewing QuickBooks Data in Tropic
Navigate to Suppliers to view mapped transaction data.
Disconnecting the QuickBooks Online Integration
- Role Required: Owner
- Navigate to Integrations > QuickBooks > Disconnect.
- Impact: Disconnecting removes all connected payment data from Tropic.
FAQs
Q: What transaction data does the QuickBooks Online integration pull into Tropic?
A: Only transaction line items from selected GL expense accounts are pulled.
Q: Will Tropic pull data for all suppliers or only those listed in the platform?
A: Tropic pulls transaction data for all suppliers (vendors) with payment data in the selected GL expense accounts. Users can then choose to map or ignore specific suppliers.
Q: How much historical data is pulled from QuickBooks Online?
A: Tropic retrieves up to the last 3 years of transaction data per vendor record.
Q: Why isn't a supplier showing up in Tropic?
A: The supplier may not have transactions recorded in the selected GL expense accounts.
Expand the account selection or verify that transaction data exists in QuickBooks.
Additional Resources
For more information about the next steps for Matching Suppliers, please refer to Transaction Mapping