More Time. More Money. More Control.

The QuickBooks Online Integration is part of RingOS’ mission to simplify back-office automation and give Partners more flexibility and control over their operations.

 This integration connects your RingOS billing platform directly to your QuickBooks Online (QBO) account, so you can:

• Automatically sync customer invoices and payment data from RingOS to QBO
• Map customers, services, subscriptions, and tax jurisdictions across both systems
• Reduce time spent on monthly reconciliations
• Eliminate billing mismatches or missed revenue
• Get visibility into sync success and errors through detailed audit logs

Before you get started… Make sure your QuickBooks Online Account is ready for the integration.

How It Works

1. Activate the App

• Go to the new RingOS Marketplace located on the main menu.

• Click on the QuickBooks app tile, then click Connect

• Securely link your QBO account using our certified, single sign-on process.

After connecting, RingOS can:

• Read your QBO Customer list
• Access your QBO Products and Services
• Create Invoices in QBO that match the data in your RingOS billing engine

2. Configure Your Mappings

When you first connect to the app you’ll need to map your existing customers and default transaction categories. This is how RingOS knows which QBO customers to sync, and the P&L affecting settings to use when creating the invoices. Advanced users have the option to get more granular with taxes and individual subscriptions.

• Mapping Customers: On the left side you have a list of your RingOS customers. Across you have a drop-down menu with a list of your QBO customers. Simply select the QBO customer that represents the RingOS customer, and the green indicator will confirm the mapping in real time. Note… we suggest NOT mapping house or test customers to avoid syncing invalid data.

• Default Category Mappings: All RingOS charges happen within a default transaction category, and these are the minimum mappings required for an invoice sync. The left side lists the RingOS categories and across is a dropdown menu with a list of your QBO Products & Services. The most basic of configurations may have a single QBO P&S for all RngOS charge categories, resulting in a very basic P&L report. A typical configuration will usually have a dedicated QBO P&S for each RingOS charge category. When done correctly this will provide a detailed P&L report, breaking down your income streams with more detail.

• Advanced Subscription Mapping: The default subscription mapping is your catch all mapping for all subscriptions. However, your executive team may wish to report revenue based on product lines like Hosted PBX, SIP Trunking or MSP/IT. This setting allows you to create additional QBO Products & Services and apply overrides to individual RingOS subscriptions. Any subscription with a dedicated mapping will use its own at the time of syncing.

• Advanced Tax Mapping: The default tax mapping is your catch all mapping for all tax amounts. However, you may want to track your tax liabilities in different accounts to better see how much you may owe a particular jurisdiction at any time.

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Once everything is mapped, you’re ready to Sync invoices from RingOS into QBO.

• Go to the Reporting page and browse to the QuickBooks Export tab of the Receivables section.
• Begin by searching for the invoices you want to Sync.
• Next, select the invoices individually or by using the select all option at the top.
• Once ready, click the Export to QuickBooks button and the sync will complete in realtime.

Note… The detailed transaction history used by the app is available for up to 120 days. This typically means you need to sync invoices within 3 months of the creation date. Invoices with transaction data older than 120 days from the moment of sync will  be missing the expired data.

After the sync process is completed, each invoice will show its sync status. Clicking the status will show any relevant logs.

• Synced = Invoice successfully synced
• Skipped = The Customer or a needed service mapping was missing at the time of syncing.
• Error = A QBO API error occurred during the sync, and the resulting error is shown.

 5. Known Limitations

• QBO does not support invoices with negative subtotal. Although rare, negatives invoices are possible in the RingOS billing system. For example, if you issue a service credit larger than the current charges. In this case the RingOS billing system simply carries the remaining credit into the next billing period and pays down the next invoice. RingOS invoices with a negative balance will error and must be reconciled manually.