Note: Quickbooks integration is included in tiers Clever and above of Shopmonkey, but you will need a QuickBooks Online subscription. Shopmonkey integrates with QuickBooks Online Simple Start, Essentials, Plus, and Advanced plans. QuickBooks Self-Employed is not supported for integration. This article covers the initial setup of your QuickBooks integration. To learn about sending invoices and payments, please read the article found here.
Overview
Shopmonkey's QuickBooks Online integration allows you to automatically sync invoices created in Shopmonkey to your QuickBooks Online account, removing the need for manual double entry. Your customer list and inventory items can also be imported from QuickBooks to Shopmonkey to help get your shop configured.
Note: If you already have a QuickBooks Online account, you may need to adjust your starting Shopmonkey invoice number so that when sent to QuickBooks, your invoice numbers can sync. If this is the case, please use the chat feature to message us and request that we adjust your starting invoice number.
1. Connect to QuickBooks
To integrate your Shopmonkey account with QuickBooks Online, navigate to
Settings > QuickBooks:
Click the Connect to QB Online button to authorize Shopmonkey to post to your QuickBooks Online Account. You will be prompted to enter your Intuit QuickBooks login credentials to grant Shopmonkey authorization. You will see a message displayed upon successfully syncing:
Note: this next step is important and must be done in QuickBooks
2. Create QuickBooks Products and Services
Login to QuickBooks to create products/services in QuickBooks:
Click the Gear icon at the top, then click Products and Services.
In the Products and Services window, click New.
Click the product or service type.
Enter the new product or service information then click Save and close.
Create a "Product/Service" for each of the below items, if you do not already have these created:
Type > Item Name
Service > Shopmonkey Labor
Non-inventory > Shopmonkey Part
Non-inventory > Shopmonkey Tire
Non-inventory > Shopmonkey Subcontract
Non-inventory > Shopmonkey EPA
Non-inventory > Shopmonkey Shop Supplies
Non-inventory > Shopmonkey Fee
We recommend naming these new QuickBooks Products/Services "Shopmonkey Labor", "Shopmonkey Part", "Shopmonkey Tire", etc. This way it is easy to identify the intended field when mapping between Shopmonkey and QuickBooks Online.
Check out this QuickBooks Help Article on Products/Services.
Setting up your Tax Agency:
Taxes should be mapped to your tax agency in QuickBooks online.
Check out this QuickBooks Help Article on setting up your tax agency.
Once you have your sales tax set up, you will be able to see the Tax Agency available for selection in Shopmonkey under Settings > QuickBooks.
3. Map Product and Services fields to Shopmonkey
Once everything is entered in QuickBooks, return to Shopmonkey and navigate to Settings > QuickBooks and select the newly created product/service and tax agency under each appropriate category. Note: if you are already on the page, you may need to refresh to see the newly added products/services reflected.
Example: Under "Shop Supplies" you should be able to see and select your newly created product/service "Shopmonkey Shop Supplies."
Click Save to complete the initial setup.
Import data (optional)
If you are already managing your customers, inventory, or other non-inventory data in your QuickBooks Online account:
For each desired data category, click Run One-Time Import to import the data:
This will initiate a sync for the selected data from QuickBooks over to Shopmonkey. Run this sync anytime you’d like QuickBooks to send the selected category data to Shopmonkey. Note that this will not delete any records already in Shopmonkey.
Alternatively, you can import customers, inventory, non-inventory, and labor items from their respective pages by uploading a completed import template.
For more information about syncing inventory check out our help article.
Sending invoices and payments from Shopmonkey to QuickBooks Online
To learn how to send invoices and payments to QuickBooks, and to find out more on the QuickBooks settings available to you, please check out our How do I send invoices to QuickBooks? article.
Sending purchase orders from Shopmonkey to QuickBooks Online
Shopmonkey also supports sending purchase orders to QuickBooks. To learn how to send purchase orders to QuickBooks, check out our help article.
Note: Purchase Order syncing is not supported in QuickBooks Online Simple Start and Essentials plans.
Still have questions? Feel free to reach out to us through the Chat Icon in the bottom right corner of your screen. Thanks for reading!