Turn on integration
Go to Admin > Features > Feature flags.
Under the Integrations section, turn on QuickBooks Online.
Save the page.
Next, have the funeral home admin go to Features > Integrations.
They will click Add integration and select QuickBooks Online from the dropdown.
Then, click Connect and enter in their QBO credentials.
Enable auto-sync setting should stay on.
Automatic add to accounting
This section is informational; you won't need to change settings here unless it's specifically requested.
Whether or not the organization has the Automatic add to accounting exports setting enabled determines when data syncs to QBO.
If enabled, data will automatically sync to QBO once a trigger occurs (detailed below).
If disabled, data will sync as follows:
- Goods & Services - Once the Add to Accounting Export button is clicked and trigger occurs (page is signed, re-signed, or sign date changed)
- Payments & Adjustments - Once the Add to Accounting Export button is clicked and trigger occurs (transaction is created, deleted, or updated)
- Checks, Batch payments, and Ledger - once trigger occurs
Remember: Once the Add to Accounting Export button is clicked, all subsequent data from that page automatically syncs (per case).
Triggers
The following chart outlines what syncs to QBO and their triggers.
| Passare data | Trigger |
| Goods & Services | When G&S is signed, re-signed, or the sign date is changed |
| Cash and check payments | When the payment is created, deleted, or updated |
| Credit card payments | When the payment status is 'complete' |
| ACH payments | When the batch is settled, chargeback occurs, or is refunded |
| Insurance assignments | When funds are marked as 'received' |
| Interest, refunds, adjustments | When a transaction is created, deleted, or updated |
| CLAIMCHECK | When the assignment is marked as 'complete' |
| Checks | When a check is printed, reprinted, or voided |
| Batch payments | When a batch is processed |
| Ledger | When funds added or removed |
Permissions
Determine which user(s) will oversee the QBO syncing and possible errors.
Go to Admin > Organization > Roles and select that user's role.
Check on the QuickBooks Online permission.
Users with this permission can:
- Set up the integration
- Receive notifications for syncing errors & expired connection
- Review and retry failed syncs from the Financials > Logs page
Map accounts
Next, map Passare's chart of accounts to the corresponding QBO account.
From the Financials > Accounting page, select an account.
The QuickBooks Online Account field generates a list of available QBO accounts, along with their corresponding account types.
Use this dropdown to select the corresponding account.
Continue this process for remaining Passare accounts.
How to export chart of accounts from QBO
If you need the funeral home to send their chart of accounts from QBO for reference, here's how they can find it:
In the menu, go to My apps > Accounting > Chart of accounts.
In the top right, click Run report.
Click the export icon in the top right and select Export as CSV.
Map contacts
Next, map the funeral home's QBO vendors to Passare contacts. Vendors, like Rolodex entries, contain contact information for businesses the funeral home works with.
Go to Contacts and click into an entry.
In the QuickBooks Online section, use the dropdown to select the corresponding QBO vendor.
How to export the vendor list from QBO
If you need the funeral home to send their Vendor list for reference, here's how they can find it:
In the menu, hover over Reports and select Standard reports.
Search and select the Vendor Contact List report.
Click the export icon in the top right and select Export as CSV.
Auto-mapping logic
Anytime financials sync, and that particular data references a QBO vendor, Passare will look to QBO for an exact name match.
- If Passare finds an exact match, it will automatically tie the QBO vendor to the Rolodex entry.
- If Passare does not find a match, it will create a new vendor in QBO.
Mapping these fields during setup will prevent duplicate vendors from being created in QBO.
That's it! Refer to the QuickBooks Online integration article to help our customers sync financials.