Note: Quickbooks integration is included for those subscribed as Clever Monkey and above. You will need to have a QuickBooks Desktop installed on the computer (Windows-only) that you are using with Shopmonkey. This article covers the initial setup of your QuickBooks Desktop integration. Desktop integration supports the following versions: Pro and Premier 2014 and later, and Enterprise 14.0 and later
Configure QuickBooks Desktop
For QuickBooks Desktop to communicate with Shopmonkey you will need to install a web connector application. To start this process, in Shopmonkey go to Settings and under Integrations go to QuickBooks. There you will see Connect to Desktop.
Note: If you are using a cloud provider to host your QuickBooks Desktop, you will need to contact your provider to install the web connector application in order to be able to communicate with Shopmonkey.
Once selected, Shopmonkey will begin to walk you through the connection process, step by step. First, you will be prompted to download and install the Shopmonkey Sync Manager.
Note: The Sync Manager is currently only supported on computers running Windows 8.1 or newer.
The Sync Manager should only be installed and running on the computer that contains the QuickBooks Desktop company file. Installing and running the Sync Manager on computers that do not contain the QuickBooks Desktop company file could cause connection issues.
The next important step is to connect Shopmonkey and the Sync Manager. Shopmonkey will provide a personalized token that you will copy and paste into the Sync Manager. Once you click Save, you'll notice the connection status update. When it says Connected, you are ready to move to the next step.
When the installation is complete, log in to QuickBooks as "admin" and switch to "Single-User Mode". After the initial setup, you no longer need to sign in as "admin" or be in single-user mode.
Next, give permission to the Shopmonkey Sync Manager to communicate between Shopmonkey and QuickBooks. Back in Shopmonkey click Connect. We recommend selecting "Yes, always: allow access even if QuickBooks is not running" to ensure that data between Shopmonkey and QuickBooks is shared in real-time.
Now you are connected and ready to sync data between Shopmonkey and QuickBooks. Please check out our other article on sending invoices and payments to QuickBooks.
Create QuickBooks Desktop Items and Services
Open up QuickBooks Desktop to create items and services:
On the home page, click the Items & Services icon to the right. Then click Item, and New.
In the New Item Window, select Service or Non-Inventory from the drop-down. Shopmonkey will use items of these types when syncing. Then add a name for Item Name/Number (e.g. Shopmonkey Labor). Next, select an Account from the dropdown, then click OK.
Create an Item for each of the below categories, 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
Discount > Taxed Discount (with taxable tax code)
Discount > Non-taxed Discount (with non-taxable tax code)
Note: Setting up these specific discounts is important for QuickBooks to calculate Shopmonkey discounts.
We recommend naming these new QuickBooks Items "Shopmonkey Labor", "Shopmonkey Part", "Shopmonkey Tire", etc. This way it is easy to identify the intended field when mapping between Shopmonkey and QuickBooks Desktop.
Refer to the following Quickbooks Help Article about Items & Services:
Setting up your Sales Tax:
Taxes will be mapped to your Sales Tax item in QuickBooks Desktop.
To set up your sales tax and learn about tax codes in QuickBooks, check out their help article below:
Map Items and Services fields to Shopmonkey
Once everything is entered in QuickBooks Desktop, return to Shopmonkey and navigate to Settings > QuickBooks. Use the dropdown and select the newly created Items and default tax code under each appropriate category, or type in the full name of the Product/Service, as it appears in QuickBooks, and select it after it appears in the list. For example, under "Shop Supplies" you should be able to see and select your newly created item "Shopmonkey Shop Supplies." Click Save to complete the initial setup.
If you are already on the page, you may need to refresh to see the newly added Items reflected.
QuickBooks may take a few moments to show changes in Shopmonkey. If one dropdown is taking a while try moving on to another and coming back later.
A selection must be made for all dropdowns including Accounts Payable Account to save settings.
Import data (optional)
If you are already managing your customers, inventory, or other non-inventory data in QuickBooks Desktop:
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, and 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 Desktop
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.
QuickBooks Desktop can have advanced setups and you can run into situations where best practices can help. We have an article that can help. Check out What are the best practices for QuickBooks Desktop setup?
Thank you for your time! If you have any questions about anything above, please contact us. We're here to help :)