QuickBooks Online

The QuickBooks Online integration sends records from Fiddle to your QuickBooks company: invoices from sales orders, bills from purchase orders, and your customers and suppliers. It works in one direction. Changes you make in QuickBooks don’t come back to Fiddle.

Connect QuickBooks Online

1. Open the Integrations app and choose QuickBooks Online.
2. Click Connect and sign in to Intuit to authorize Fiddle.
3. Click Settings and check the Accounts tab.

Only account admins can connect, change settings, or disconnect. When you connect, Fiddle:

• Fills in the five default accounts by matching QuickBooks’ standard account names: product income (Sales of Product Income), product expense (Purchases), cost of goods sold (Cost of Goods Sold), inventory asset (Inventory Asset), and inventory purchases (Purchases).
• Turns on triggers that create or update a QuickBooks customer when you add or edit a customer in Fiddle, and a QuickBooks vendor when you add or edit a supplier.

Fiddle can’t create invoices, bills, or purchase orders until all five accounts are set. If your chart of accounts uses different names, choose the accounts on the Accounts tab.

Settings

Tab	What it controls
General	Whether bills use item lines or category (account) lines
Triggers	Which Fiddle events create records in QuickBooks automatically
Accounts	The five default accounts
Sales	Invoice number and date, excluded sales channels, shipping, invoice updates, and custom fields

Map items, customers, and classes

• Items. On an item’s General tab, the Accounting section has a QuickBooks product mapping field. Service items have the same field. Fiddle uses the mapped item on invoice and bill lines. Without a mapping, it looks for a QuickBooks item with the same name (the item name, then | SKU if the item has one). If nothing matches, Fiddle creates a Service item in QuickBooks with your default accounts.
• Customers and vendors. The Accounting section on a customer’s profile links it to a QuickBooks customer. A supplier’s profile does the same for vendors. Unmapped customers and vendors are matched by name (customers by email too). If nothing matches, Fiddle creates them in QuickBooks.
• Classes. Go to Settings → Sales, edit a sales channel, and open its QuickBooks Online tab to choose a class. Click Refresh to load new classes. Invoices for that channel’s orders carry the class.

Create invoices from sales orders

On a sales order, find the Accounting integration(s) card, open the QuickBooks Online menu, and choose Create invoice. You need the accounting permission for sales orders. The order needs a customer and at least one line.

The invoice includes item and service lines, discounts, shipping, payment terms, billing and shipping addresses, contact emails, a memo with the sales order number, and the carrier and tracking number from the fulfillment. The QuickBooks invoice number is saved on the sales order. The card’s invoice menu opens the invoice in QuickBooks. Remove unlinks it from the order but doesn’t delete it in QuickBooks.

To create invoices automatically, go to the Triggers tab, click Add trigger, and pair A sales order is confirmed or A sales order is fulfilled with Create an invoice.

The Update existing invoices toggle on the Sales tab controls what a trigger does when the order already has an invoice:

• On: Fiddle updates that invoice from the sales order, unless a payment has been applied to it.
• Off: Fiddle creates another invoice.

Create invoice always creates a new invoice.

If you turn on both sales order triggers, also turn on Update existing invoices. Otherwise each trigger creates its own invoice.

Sales tab options

Setting	Choices
Sales Invoice Number	QuickBooks provided, a sequence you set, the sales order number, the customer PO number, or the reference number
Sales Invoice Date	Import date (the day the invoice is created), fulfillment date, or order date
Sales Channel Exclusion	Channels whose orders never get QuickBooks invoices
Shipping total setting	The QuickBooks shipping field, or a shipping line item with a name you choose
Custom Field Mapping	Fill QuickBooks invoice custom fields with the customer PO number, reference number, assigned user, contact, or sales channel

To use QuickBooks’ own invoice numbers, turn off Custom transaction numbers in QuickBooks. To use the QuickBooks shipping field, turn on shipping in your QuickBooks sales form settings.

Create bills from purchase orders

On a purchase order, open the QuickBooks Online menu and choose Create Bill. Pick the lines and received quantities to bill. Create Purchase order creates a QuickBooks purchase order instead.

To create bills automatically, add a trigger that pairs A purchase order is issued or A purchase order is received with Create a bill. Trigger-created bills use received quantities, or ordered quantities if nothing has been received. If the purchase order already has a bill, the trigger updates it. If the General tab is set to category lines, bill lines post to your default product expense account.

What isn’t synced

• Payments. Fiddle doesn’t record or send customer payments or bill payments. Record them in QuickBooks.
• Credit memos and deposits.
• Inventory adjustments and quantities. Items Fiddle creates in QuickBooks don’t track quantity. Your stock lives in Fiddle.
• Tax codes. Fiddle doesn’t send tax codes or sales tax amounts. Set up sales tax in QuickBooks.
• Locations. QuickBooks locations aren’t set on invoices or bills.

History and errors

The QuickBooks Online page in the Integrations app shows a History list of what Fiddle has sent, including settings changes and errors. If an invoice fails, the error shows there and is emailed to the person who connected QuickBooks. Fix the cause, such as an account that isn’t set, and choose Create invoice again.

Make changes in Fiddle, not QuickBooks. When Fiddle updates an invoice or bill, it replaces the lines with what’s in Fiddle.

For how connections work in general, see the integrations overview.