This article is Part 2 of the QuickBooks Online set of instructions. Part 1: Getting Started with QuickBooks Integration will help set the foundation for this article.

Set it and Forget it Automation.

This article describes the principles and requirements for using the QuickBooks Online Integration for RingOS

Generally speaking, to use QuickBooks Online (QBO) you’ll need a good understanding of certain core principles like Income, Chart of Accounts, QB Products & Services, Invoices, Account Receivables, P&Ls, etc.

This guide assumes you or your bookkeeper understand these concepts and how they function in QBO.

Please note… RingLogix does not provide bookkeeping or accounting services. We are not authorized to support your QBO account or its setup. Below are best practices and core components that need to be configured to use RingOS Invoice Syncing.

Overview

In QBO, income transactions are categorized using the Chart of Accounts (CoA). And Invoices are created using Products & Services (P&S) which are mapped to their corresponding income account. Therefore, these items must be setup in QBO so that RingOS can read and use these items during the Invoice Sync process.

Usually, each income account in the CoA will show as a line item on your P&L report. How granular you get here, affects how granular your QBO income reports can be.

The most basic of configurations needs a single account (i.e. “RingOS Revenue”) and all invoice charges can be synced to that account. Since QBO Invoices don’t allow you to select a CoA but rather require a P&S, you’ll want to create a matching P&S. This is what you will map in RingOS.

A more robust configuration will use a CoA and matching P&S for each RingOS charge category. This will allow you to track revenue across main income streams like Subscriptions, Usage, Manual Charges, etc… Below are the default charge categories in RingOS:

• Subscriptions
• Manual Charges
• Usage
• Conferencing
• Taxes

The most advanced configurations may want to leverage very detailed reporting across product lines. For example, itemizing Hosted PBX, SIP Trunking and MSP/IT Subscriptions into dedicated QBO P&S/CoA accounts and reports. Or tracking tax liabilities across jurisdictions. To support this model RingOS allows you to map individual Subscriptions and Tax Jurisdiction with these overrides.

Once you’ve decided how you would like to track your revenue in QBO, create the necessary CoA and P&S records and map them in RingOS.

Other than having your CoA and P&S records ready the only other thing you need is customers. If they do not already exist, make sure any customer you want to sync invoice from in RingOS has a matching customer record in QBO.

 Create QuickBooks Online Products & Services

1. Log in to your QBO Account

2. Go to the Products & Services page.

4. Enter a name and select the income account.

The name is usually the same as the same as the income account, and each P&S will usually have a dedicated income account, although this is not necessary.