*Note: QuickBooks Online direct integration is not available for Canada based businesses at this time. Accounting Link integration is available, and can connect with QuickBooks Desktop (Canada), or QuickBooks Online (Canada).


 

There are two variants of QuickBooks connections

  1. Native integration - QuickBooks Online (QBO)
  2. Integration through Accounting Link (AL)

Note: QuickBooks Online is a one way sync from Identifix.
 

  1. It may be accessed online, anywhere, by the shop or designated users.
  2. Can sync:
    1. Invoices
    2. Payments
    3. Customers


Accounting Link provides a one way sync from Identifix to a Windows computer running Accounting Link. AL can then export your accounting software. Contact Sales@AccountingLink.net, or see this page for more information and create an account. They will facilitate the installation onto your computer. After the provided API key is entered someone from AL/TBO will reach out to confirm the data flows correctly.


  1. Single location, only available for PC users
  2. Can sync:
    1. Invoices
    2. Payments
    3. Customers
    4. Inventory
    5. Sublet Details
    6. Parts Purchase Records
    7. Return Records
  3. Advantages:
    1. All parts invoices go to the vendor ledger, making it easy to reconcile that bill at the end of the month.
    2. Can leverage the reporting side in QB, allowing for any report.

Accounting Link is software produced by The Back Office, independent of Identifix. It can connect with a variety of accounting platforms. To confirm integration with your software, see the full list here .


Please contact them directly for any support needs.


Setting Up Integration With QuickBooks Online


*Note: QuickBooks Online is a separate subscription. Contact our Support Team through this link  for additional information on subscriptions if you do not see the QBO Connect button. 


These instructions will help you link your Identifix account with QuickBooks Online (QBO).

 

User Icon → Shop Settings → Accounting

 

 

When you click on the Accounting tab, you will see the QuickBooks Online (QBO) section. Hit the “Connect to QuickBooks” button to begin the process.


  

Next, QuickBooks will prompt you to sign in. Enter your QuickBooks User ID and password. If you don’t have a QBO account, create one before you start.

 

 

If you have two-factor verification set up, you will be prompted to send a code to your email or phone before you continue setup. 

 

Once you click “Continue,” the connection between Identifix and QBO will commence.



Once the connection is completed, a confirmation page will pop up in Identifix.


*Note: You will see two options for synchronizing data. One begins syncing from the time of connection going forward, the other allows you to sync all existing data in Identifix to QuickBooks. If you choose the latter option, the sync can take a very long time. Also, it will overwrite any existing data in QuickBooks for the time period. 

 

 


Now, the Identifix Accounting page will automatically pop up. Check to make sure the connection has been completed. Typically, you'll see a message to the effect of "Connected, last sync: less than a minute ago"



Once Identifix is connected to QBO, you will need to go to your QBO dashboard to access the Parts and Services page. Go to the Gear Icon (Settings) → Lists → Products and Services.



Now, the Products and Services page will pop up. You can see that the page has already been populated with certain fields. These fields are auto generated when Identifix initially makes the connection with QBO. They include: Hazmats, Hours, Labor, Labor Discounts, Parts, Parts Discounts, Shop Supplies, and Sublets.



 

 Warning - Do Not Change the Names of the Fields

 

When data transfers from Identifix to QBO, it is looking for the names of the fields (Labor, Hazmats, etc.). These names are from predetermined fields set up in Identifix; the naming conventions are very specific and must not be edited.

 

For example, if you change “Parts” to “Part” in QBO, when parts data is sent from Identifix, it will not go into the new “Part” category you created. Instead, it will be looking for the originally named “Parts” category. When it cannot find it, it will recreate the original “Parts” category again. You are not able to manually reassign new categories for any of this data.

 

This is especially important when sending invoices and payments, as it can prevent these items from being properly synced, which can create many problems in QBO.

 

While you can’t edit the name of the category, you can map the category to any of your chart of accounts in QBO. See your QBO advisor if you want to map out Identifix info to different categories.



What Does the Invoice Look Like in Identifix and QBO?

Identifix Invoice

These service fields are the ones that will be auto generated in QBO when it syncs with Shop Manager

  • Individual labor lines
  • Individual parts
  • Sublets
  • Shop supplies
  • Labor discounts
  • Parts discounts
  • Hazmat/fees totals).

 

Quickbooks Online Invoice

The highlighted fields are the ones that were auto generated in QBO when it synced with Identifix (individual labor lines, individual parts, sublets, shop supplies, labor discounts, parts discounts, and hazmat/fees totals). 

 

Notice how the $135.01 total in Identifix matches the total in QBO.

Sales tax rates are not sent from Identifix to QBO. Only taxable fields are sent as configured in Identifix. To set up your sales tax properly, configure your sales tax in Identifix and QBO to match.

Setting Up Tax Rates in Identifix

Taxable and nontaxable items are configured in your Identifix account setting on the Repair Order info page. 

 

User Icon → Account Info 

Click on “Shop Settings” to access your sales tax rates.

 

 

The Shop Settings page will pop up. Click on RO Info and then edit the Sales Tax rates.

 

 

If you need help setting up Tax Rates in QuickBooks Online, consult with your QBO advisor.