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QuickBooks Online Integration

QuickBooks Online

After initial setup and integration, SalesPad Cloud and QuickBooks Online transfer data back and forth every ten minutes. Below, you will find detailed infomormation pertaining to that integration.

To view either integration history or pending exports to your QuickBooks Online account, click the corresponding tab on the QuickBooks Online integration page, which you can access by selecting QuickBooks Online from the Integrations dropdown in the upper right-hand corner.

 

For a quick visual representation of what happens when you integrate QuickBooks Online with SalesPad Cloud, check out this diagram:

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Data Pulled from QuickBooks Online into SalesPad Cloud

When you connect SalesPad Cloud to QuickBooks Online, data is imported into SalesPad Cloud in the following order:

  • Company Settings
  • Classes
  • Chart of Accounts
  • Locations
  • Tax
  • Payment Terms
  • Item Masters
    • Items marked as inactive in QuickBooks Online will integrate to SalesPad Cloud if they've ever been sold on a transaction in QuickBooks Online.
    • If you have inventory and quantity tracking turned on in QuickBooks Online, that information will transfer to SalesPad Cloud upon initial integration. The integration runs the inventory valuation summary report from QuickBooksOnline to determine the average cost for each item, which is calculated by dividing the asset value by the quantity. SalesPad Cloud creates the items with this cost and uses the valuation method assigned to that item moving forward. The items are automatically adjusted into SalesPad Cloud's inventory via an adjustment in transaction that is posted to QuickBooks Online.
    • If you aren't tracking inventory in QuickBooks Online but have items set up, they will import into SalesPad Cloud with the same Item Type they had in QuickBooks Online. If you want to track quantities for any of those items, though, they will need to be changed to the Inventory Item Type in SalesPad Cloud.
  • Customers
  • Vendors
  • Sales Documents
    • Estimates import as Read Only.
    • Invoices, Sales Receipts, Refunds, and Returns import as Read Only and Historical. They will be marked as paid or unpaid.  

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Transactions and Data that Sync to QuickBooks Online

The following is a quick overview of transactions and data that sync to QuickBooks Online. Check out the QuickBooks Online integration map for more specific details on how your data is integrated across these two powerful platforms. 

Sales Invoice/Sales Receipt/Sales Return/Sales Refund Receipt

These transactions will be sent over to QuickBooks Online only when posted. The user will see a copy of the SalesPad Cloud document in QuickBooks Online, but all line items, even if they are inventory-tracked items in SalesPad Cloud, will be marked as non-inventory. The transaction journal enty for these transactions will typically be debiting Cash or Accts Receivables and crediting Sales. There should not be any entries for Inventory or Cost of Goods Sold for these transactions. To handle those entries, SalesPad Cloud sends over a corresponding journal entry for Inventory and COGS, either decreasing or increasing your inventory value based on the type of transaction that has been posted (Sales vs. Return/Refund). When a retun is created in Cloud, if money is going back to the customer, a Refund Receipt will be created in QBO when the return is posted in Cloud.  If a return is created in Cloud and the money is NOT going back to the customer, a Credit Memo is created in QBO when the return is posted in Cloud. Refunds created in Cloud are created as Refund Receipts in QBO.

Payments/Deposits

Payments in SalesPad Cloud will be synced with QuickBooks Online when attached to a posted sales transaction, at which point they will be reflected on that sales transaction within QuickBooks Online. Deposits, when saved, will sync a journal entry to QuickBooks Online debiting the undeposited funds account and crediting the SalesPad Cloud deposit account (unless the setting has been changed to a different account in SalesPad Cloud). Once the sales transaction that the deposit is associated with has been posted, there will be an additional journal entry for the deposit that debits the deposit account and credits the receivables accounts.

Purchasing Transactions

In SalesPad Cloud, there are two types of purchasing transactions: purchase orders and purchase receipts. SalesPad will only send posted purchase receipts to QuickBooks Online, which will show up as a vendor bill. Purchase orders will never sync to QuickBooks Online. The vendor bill will show the account lines but will not populate the item lines. The account lines will be based on each line item received, using the asset account specified either on the item master or in the company setup. The description of each line will show the item received, the quantity received, the unit cost, and the unit of measure used for that line on the receipt. 

Inventory Transactions

SalesPad Cloud allows users to adjust inventory quantities either in or out of the system using inventory adjustments. Once posted, these adjustments will be synced over to QuickBooks Online as journal entries, either debiting or crediting the inventory asset account and then using a SalesPad Cloud inventory variance account to balance the journal entry.

Stock Counts

Once stock count has been executed and posted in SalesPad Cloud, the result is that one or more journal entries will be created for variances between the physical count and the system count. These journal entries will either debit or credit the inventory asset account and using the inventory variance account to balance the journal entry.

Assemblies

Posting assembly transactions will result in two journal entries, one for adjusting out the raw materials and one for adjusting in the assembled product. The journal entries will be created exactly as if the user had manually created the inventory in/out transactions within SalesPad Cloud, either debiting or crediting the inventory asset account and then using a SalesPad Cloud inventory variance account to balance the journal entry.

Customers/Items/Vendors

SalesPad Cloud does not sync every customer, item, or vendor to QuickBooks Online. We only sync this data once the customer, item, or vendor appears on one of the transactions mentioned in this document. For example, a new customer that has been added to SalesPad Cloud will not sync to QuickBooks Online until a sales invoice or receipt has been posted for that customer.

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QuickBooks Online Integration Map

For detailed information on how data is mapped when QuickBooks Online and SalesPad Cloud integrate, click on a dataset below:

Account Class

SalesPad Cloud will attempt to locate any existing Account Classeses with matching names but no QuickBooks ID. Account Class data is integrated upon first time usage on inventory transaction lines, journal entries, purchase receipt lines, and sales lines. After initial integration, updates to Account Classes are not exported.

SalesPad Cloud QuickBooks Online
Inactive Not Active
Accout_Class_Name Name
Parent_Account_Class_ID Parent Account Class
Full_Name Fully Qualified Name

 

Account

SalesPad Cloud will attempt to locate any existing Account with a matching name but no QuickBooks ID. Account data is updated when used on journal entries, purchase receipt lines, and sales lines. Newly created accounts are also integrated after being created. 

SalesPad Cloud QuickBooks Online
Inactive Not Active
Account_Name Name
Is_Subaccount SubAccount
Description Description
Full_Account_Name Fully Qualified Name
Parent_QBO_ID Parent Account
Account_Type Account Type
Account_Subtype Account Subtype
Account_Num Account Number

 

If there is no setting in QuickBooks Online for Default Cogs Account, Default Asset Account, or Default Income Account, SalesPad Cloud will use the first QuickBooks Online account that fits the following criteria:

Default Cogs Account

  • Account Type: Cost of Goods Sold
  • Account Name: Cost of Goods Sold

Default Asset Account

  • Account Type: Other Current Asset
  • Account Subtype: Inventory

Default Income Account

  • Account Type: Sales Of Product Income
  • Account Name: Sales of Product Income
Assembly Transaction

Assembly transactions are integrated when posted. 

SalesPad Cloud QuickBooks Online
Post Date Transaction Date
Document Number SalesPadCloudAdj
Lines
Amount Amount
Description Description
Account Account
Warehouse Location
Class Class
Customer or Vendor by ID Entity Ref

 

Contact

Contact data is transferred upon initial integration. 

SalesPad Cloud QuickBooks Online
Title Title
First Name Given Name
Middle Middle Name
Last Name Family Name
Suffix Suffix
Address.Address 1..5 Line 1..5
Address.City City
Address.State Country Subdivision Code
Address.Zip Postal Code
Address.Country Country

 

Currency

Currency data is transferred upon initial integration. 

SalesPad Cloud QuickBooks Online
Currency Name Name
Currency Code Code

 

Customer

SalesPad Cloud will attempt to locate any existing Customer with the same Customer_Name as the QuickBooks Display Name, whether or not they have a QuickBooks ID. Customer data is transferred upon initial integration.

SalesPad Cloud QuickBooks Online
Customer Name Display Name
Company Name Company Name
Customer Notes Notes
Payment Terms Terms
Parent Customer Parent Customer
Payment Method Payment Method
Bill With Parent Bill With Parent
Contact/Shipping Contact
Title Title
First Name Given Name
Middle Middle Name
Last Name Family Name
Contact Name Contact Person
Suffix Suffix
Address.Address 1..5 Line 1..5
Address.City City
Address.State Country Subdivision Code
Address.Zip Postal Code
Address.Country Country


Inventory Transaction Line

Inventory transaction line data is transferred when posted.

SalesPad Cloud QuickBooks Online
Doc Number SalesPadCloudAdj
Extended Cost (per line) Amount
Line Sequence ID (*2 and the next match up)
SalesPad Cloud Transfer (plus descriptor) Description
Description and Notes Private Note

 

Item Master

SalesPad Cloud will attempt to locate a matching Item Master with the same name as the item in QuickBooks. Item Master data is transferred upon initial usage on a sales document. 

SalesPad Cloud QuickBooks Online
Inactive Not Active
Item Number Name or Parent Name : Item Name
Item Description Description
Uofm defaulted in
Parent QBO ID Parent Ref
Asset Account Asset Account
Cogs Account Cogs Account
Expense Account Expense Account
Income Account Income Account
Taxable Taxable
List Price Unit Price
Purchase Cost Purchase Cost
Purchase Description Purchase Description
Item Type Item Type
Valuation Method FIFO
Sku Sku
Inventory Levels Inventory Valuation Summary Report-driven

 

Note: SalesPad Cloud treats COGS and Inventory Asset Items from QuickBooks Online as accounts, not as items. For inventory-tracked type items from QuickBooks Online, SalesPad Cloud creates an inventory record for those items upon integration. Any item created in SalesPad Cloud will be exported to QuickBooks Online as a non-inventory item. 

Journal Entry

Journal entry data is transferred when posted. 

SalesPad Cloud QuickBooks Online
Memo Private Note
Journal Date Txn Date
Lines
Amount Amount
Description Description
Account Account
Warehouse Location
Class Class
Customer or Vendor by ID Entity Ref

 

Location/Warehouse

Location data is transferred upon initial usage.

SalesPad Cloud QuickBooks Online
Warehouse Name Name
Inactive Not Active
Full Warehouse Name Fully Qualified Name
Parent Warehouse Parent Warehouse

 

Payment Deletion

Any deleted payments in QuickBooks Online are also deleted in SalesPad Cloud.

Payment

Payment data is transferred on the payment post date. 

SalesPad Cloud QuickBooks Online
Payment_Date TxnDate
Transaction_Status TxnStatus
Entity/Type Customer (if set)
Payment Method Payment Method
Payment Ref Num Payment Ref Num
Unapplied Amount Unapplied Amount
"Paid" Transaction Status
Transaction Amount Total Amount
Lines
Payment Applications Payment Line Details
Unapplied Amount Payment Line Amount
Payment Target Payment Line Linked Transaction

 

Note: Customer Aging and Sales Document payables are updated whenever a payment is received. 

Payment Method

SalesPad Cloud will attempt to locate Payment Method names that exist but don't have a QuickBooks ID.

SalesPad Cloud QuickBooks Online
Inactive Not Active
Credit Card if set Payment Type
Payment Method Name

 

Payment Term

SalesPad Cloud matches Payment Terms by name.

SalesPad Cloud QuickBooks Online
Inactive Not Active
Payment Terms Name
Discount Amount Discount Percent
Date Driven
Due Before Day Of Month Day of Month Due
Discount Day Of The Month Discount Day Of Month
Next Month Due Cut Off Day of the Month Due Next Month Days
Standard
Due Num Due Days
Discount Num Discount Days

 

Purchase Receipt

Purchase Receipt data is transferred after posting. 

SalesPad Cloud QuickBooks Online
Purchase Receipt Number Doc Number
Post Date Transaction Date
"Received By SalesPad Cloud" Private Note
Payment Terms Driven Due Date Due Date
Vendor Vendor
Warehouse Department
Lines
Taxable Tax Code
Extended Cost Amount
Item Number, Item Description, Qty, Uofm Description
Inventory or Expense Account, Dropship if applicable Account Line Detail
Class Class

 

Note: Purchase Receipt lines are sent from QuickBooks Online to SalesPad Cloud as accounts with a description, much like journal entries. 

Core Sales Document

Estimates, sales orders, invoices, sales receipts, returns, and refunds all use core sales document mapping. Data is exported to QuickBooks Online when posted and imported when the document was either not created in SalesPad Cloud, does not have SalesPad Cloud Customer as a name, or has 'Voided' in the Private Note field.

SalesPad Cloud QuickBooks Online
Sales Doc Num Doc Number
Post Date Txn Date
Customer Customer
Deposit To Account Deposit To Account
Warehouse Department
Account Class Class
Payment Terms Sales Term
Tracking Number Tracking Number
Notes Private Note
Memo Customer Memo
Due Date Due Date
Total  Total Amount
Open Amount Balance
Apply Tax After Discount Apply Tax After Discount
Tax Total Tax
Tax Code Tax Code
Shipping Method ShipMethod
Billing/Shipping Contact
Title Title
First Name Given Name
Middle Middle Name
Last Name Family Name
Contact Name Contact Person
Suffix Suffix
Address.Address 1..5 Line 1..5
Address.City City
Address.State Country Subdivision Code
Address.Zip Postal Code
Address.Country Country
Lines
Shipping Amount Shipping Item Value
Unit Cost  :cogs or :inventory asset lines
Extended Price Amount
Item Item
Qty Qty
Item Description Description
Taxable Tax Code 'Tax'
Sales Document Discount Discount Line Amount (or Percent)
Sales Document Subtotal Subtotal Line Amount
Export Only
Payment Account Deposit To Account
Discount Discount Line
Shipping Amount Shipping Line
Tip Amount Tip Line
Account Class Class
Sequenc Line Num

 

Sales Document Return

SalesPad Cloud imports returns with a net negative total and with lines that are perfectly negative.

Sales Document Estimate

SalesPad Cloud imports closed estimates as historical and rejected estimates as historical and void.

Sales Document Invoice Delete

SalesPad Cloud voids and zeroes out invoices deleted from QuickBooks Online. These invoices are not deleted from SalesPad Cloud.

Sales Document Invoice
SalesPad Cloud QuickBooks Online
Deposits Deposit

 

Sales Document Refund/Sales Receipt

SalesPad Cloud imports payments and sets payment applications based on data on the refund or receipt. 

Sales Document Summary Receipt/Refund
SalesPad Cloud QuickBooks Online
Summary Receipt Customer Customer
Summary Taxable Item Taxable Line
Summary Non-Taxable Item Non-Taxable Line
Summary Deposit To Account Deposit To Account
"Summary Sales Receipt from SalesPad Cloud" Customer Memo
"Sales Receipt No. <Value> Created By SalesPad Cloud" Private Note

 

Summary receipts and refunds are only used when that option is selected in SalesPad Cloud's system settings. Journal entries are made for all inventory modifications.

Sales Document Journal Entry

This mapping covers the journal entries created to handle COGS/Inventory Asset account modifications. See the Journal Entry map for details. 

Setup/Company
SalesPad Cloud QuickBooks Online
Secondary Company Name Company Name
Company Address Company Address
Primary Phone Primary Phone
Primary Email Primary Email
Primary Website Primary Website

 

Tax Agency
SalesPad Cloud QuickBooks Online
Tax Agency Name Display Name
Tax Tracked On Sales Tax Tracked On Sales
Tax Tracked On Purchase Tax Tracked On Purchases

 

Tax Code

SalesPad Cloud will attempt to locate any Tax Code with the same name in QuickBooks Online that hasn't yet been imported.

SalesPad Cloud QuickBooks Online
Tax Code Name
Description Description
Inactive Not Active
Is Taxable Taxable
Is Tax Group Tax Group
Tax Rates
Description Tax Rate Name
Tax Rate Name Tax Rate Name
Tax Agency Tax Rate Name

 

Tax Detail

SalesPad Cloud will attempt to locate any Tax Rate Name with the same name in QuickBooks Online that hasn't yet been imported.

SalesPad Cloud QuickBooks Online
Tax Rate Name Name
Description Description
Inactive Not Active
Tax Value Rate Value
Special Tax Type Special Tax Type

 

Vendor

SalesPad Cloud will attempt to locate any Vendor Name with the same name in QuickBooks Online that hasn't yet been imported. Vendor data is transferred upon initial usage

SalesPad Cloud QuickBooks Online
Inactive Not Active
Vendor Name Display Name
Notes Notes
Payment Terms Payment Terms
Vendor Emails Contact Methods
Contact
Contact Person Contact Name
Phone Primary Phone
Alternate Phone Alternate Phone
Mobile Phone Mobile
Fax Fax
Address.Address 1..5 Line 1..5
Address.City City
Address.State Country Subdivision Code
Address.Zip Postal Code
Address.Country Country
Export Contact
Title Title
First Name Given Name
Middle Middle Name
Last Name Family Name

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