Turn on integration
Go to Admin > Features > Feature flags.
Under the Integrations section, turn on QuickBooks Online Integration.
Save the page.
Next, identify which Passare user will help with the setup. This person needs a login to QBO, as well as the Organization or Integrations permission in Passare.
Have them go to Admin > Features > Integrations.
Then they should click Add integration > QuickBooks Online from the dropdown.
Next, they'll click Connect and enter their QBO credentials.
Back in Passare, they can select if they would like to sync Checks and Ledger data to QBO.
Some orgs may prefer to exclude this data, depending on what they manually track in QBO.
Enable auto-sync should always be checked.
Remember to save!
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 connections
- Review and retry failed syncs from the Financials > QuickBooks page
Map accounts
Next, map Passare's chart of accounts to the corresponding QBO account.
Under Admin > Financials > Chart of accounts, map accounts together using the dropdowns from the QBO account column.
You can also update this field by clicking into the account and selecting a QuickBooks Online Account.
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.
From the navigation, click Contacts and download the CSV.
Fill out the corresponding vendor information in the QuickBooks Online Vendor column and re-import.
You can also manually input vendor data by clicking into each contact and using the QuickBooks Vendor dropdown.
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.
Automatic add to accounting
This is informational; no need to update 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 |
That's it! Refer to the QuickBooks Online integration article to help our customers sync financials.