Note: Quickbooks integration is included in tiers Clever and above of Shopmonkey, but you will need a QuickBooks Online subscription. This article covers the initial setup of your QuickBooks integration. To learn about sending invoices and payments, please read the article found here.

Need more help? Sign up for QuickBooks Online Integration Bootcamp 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:

  1. Click the Gear icon at the top, then click Products and Services.

  2. In the Products and Services window, click New.

  3. Click the product or service type.

  4. 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:

  • Shopmonkey Labor

  • Shopmonkey Part

  • Shopmonkey Tire

  • Shopmonkey Subcontract

  • Shopmonkey EPA

  • Shopmonkey Shop Supplies

  • 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.

Refer to the following Quickbooks Help Article about Products/Services:
https://quickbooks.intuit.com/learn-support/en-us/use-products-or-services/track-your-services-or-non-inventory-items/00/186114

Setting up your Tax Agency:

Taxes should be mapped to your tax agency in QuickBooks online.

To set up your tax agency in QuickBooks, check out their help article and video below:

https://quickbooks.intuit.com/community/Income-and-expenses/Set-up-your-sales-tax/m-p/186391

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 sync the selected data for each category from QuickBooks over to Shopmonkey. Note that this will not delete any records already in Shopmonkey.

Alternatively, you can import customers, inventory, and non-inventory, and labor items from their respective pages by uploading a completed import template.

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.

Thanks for reading! Please let us know if you have any questions or would like us to clarify anything further.

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