How to Connect QuickBooks Online

MonuDesk connects to QuickBooks Online so the money you collect flows straight into your accounting. Find it in Settings → Integrations → QuickBooks.

How to connect

Go to Settings → Integrations → QuickBooks. Click the QuickBooks button. You will be asked to enter your QuickBooks email and password. Once logged in, QuickBooks confirms the connection and you're done.

You can disconnect at any time from the same page.

QuickBooks for multiple offices

If your company runs more than one office, QuickBooks is connected per office rather than once for the whole company. Each office has its own connection, its own QuickBooks company, and its own field mapping.

Switch to the office you want to set up, then go to Settings → Integrations → QuickBooks and connect that office to the QuickBooks company you use for its books. Each office tracks its own QuickBooks company name and the time of its last successful sync, so you can see at a glance which books a location posts to and when it last synced.

Because the connection is per office, an order's payments sync to the QuickBooks company tied to that order's office, and the Customer field mapping and Income Account Mapping below are set independently for each office.

What gets synced

When you confirm an order, MonuDesk makes sure the customer exists in QuickBooks (matching an existing customer or creating a new one), so the order's revenue has somewhere to land.

Quotes are up to you. Under Settings → Integrations → QuickBooks you choose what a quote creates in QuickBooks, and there are three answers:

• Estimate (recommended) - QuickBooks' own quote document. It is non-posting, so nothing lands on your books while the job is still a quote, and the estimate becomes an invoice when the customer confirms the order.

• Invoice - the quote is billed straight away, so an invoice exists from the quote stage on.

• Nothing - quotes stay in MonuDesk. No QuickBooks document is created until the order is confirmed, and the invoice is made then.

As payments come in, MonuDesk pushes each received payment to QuickBooks as its own Sales Receipt, so income is recognized payment by payment and what you see in QuickBooks matches the money you've actually collected.

Each payment is synced once and only once. MonuDesk records the QuickBooks Sales Receipt it created for every payment, so re-syncing an order or logging another payment never posts the same payment twice.

You can choose how each order posts to QuickBooks (as an Invoice or as a Sales Receipt) and each row has its own auto-sync toggle, so you decide which orders push automatically and which you sync by hand.

Sales tax now posts to QuickBooks' native tax field instead of as a separate line item, so your tax liability reports in QuickBooks stay accurate.

QuickBooks invoices include the decedent's full name in the Memo field, so each transaction is easy to identify in QuickBooks.

Your stock counts. When you confirm an order that pulls a stone from your inventory, MonuDesk takes one unit off that stone. If the stone is linked to a QuickBooks inventory product, QuickBooks moves stock of its own as well when the invoice posts. MonuDesk now allows for that, so exactly one unit comes off instead of two. If your QuickBooks on-hand counts have been falling faster than you sell, this is why, and it has stopped.

The stone posts as your own product. The stone line on the QuickBooks invoice posts against your own linked QuickBooks product whenever a link exists for that order's office, so the sale lands on the real product in your books instead of a catch-all service item called Die or Upright. You control which product that is: each inventory item's edit popup has a QuickBooks link field with a picker, and the order wizard's stone picker carries that link onto the order, so the invoice line lands on the exact item you picked. Everything else, lettering, foundation, cemetery fees and custom items, still posts against the generic named item as before. MonuDesk never creates a product in QuickBooks and never changes the income account on a product you set up yourself. If there is no link, no office, or that office has inventory sync switched off, the line falls back to plain text, and the stone still comes off your MonuDesk count either way.

Keeping an order off the books

Some jobs do not belong in your accounting - a staff memorial, a warranty replacement, work you bill another way. On the last step of the New Order wizard, Review & Create, a QuickBooks card carries a switch reading Send this order to QuickBooks. It is on by default, so orders keep syncing as before unless you turn it off.

With it off, that order gets no invoice, no sales receipt and no journal entry in QuickBooks, and no payment logged against it is ever pushed. Inventory quantities still sync: a stone pulled for the order still comes off the count in QuickBooks. The order is also left out of the Order sync activity table, so searching for its number there finds nothing. That is the switch, not a failure.

The card shows even if you do not use QuickBooks, greyed out and tagged (Disabled), with the reason on hover: either QuickBooks sync is a Pro plan feature, or QuickBooks is not connected for the location this order is booked against.

Customer matching

MonuDesk tries to match customers by name and email. If a matching customer is found in QuickBooks, the order is linked to them. If no match is found, a new customer is created in QuickBooks automatically.

Choosing the customer while you write the order

You do not have to leave it to the match. On the last step of New Quote, Review & Create, under the QuickBooks sync switch there is a QuickBooks customer picker. Search your QuickBooks customer list and attach the order to the right customer, or choose Create a new customer in QuickBooks to have one made from the purchaser's details.

The picker is read-only when you reopen an existing order to edit it. To move an order that is already on the books, use Sync Order below.

Putting an order on the right customer afterwards

Go to Settings → Integrations → QuickBooks → Order sync activity. Every order MonuDesk has touched in QuickBooks is listed there, and each row carries a Sync Order button. It opens Sync order <number> to QuickBooks, where you pick the customer the order should be filed under.

If the order was already synced to a different customer, the confirm button reads Void and re-sync to this customer. MonuDesk voids the invoice, the sales receipts and the payments it created under the old customer, then rebuilds them under the one you chose. It works on orders that were synced months ago, so an old job filed under the wrong name can still be put right.

Customer field mapping

By default, MonuDesk sends the purchaser's first name into the QuickBooks Title field, the purchaser's first name into the QuickBooks First Name field, and the purchaser's last name into the QuickBooks Last Name field. The decedent name lands in the QuickBooks Display Name field by default.

If your QuickBooks setup uses a non-standard convention (for example, you record customers under the decedent's name instead of the purchaser's, or the cemetery name lives in the last-name field), you can remap each field. Go to Settings → Integrations → QuickBooks and open the Customer field mapping panel. For each MonuDesk source field on the left, pick which QuickBooks destination field it should write into. In a multi-office company this mapping is set per office, so each location can follow its own bookkeeping convention.

Common setups:

• Decedent-keyed accounts: map MonuDesk Decedent Name → QuickBooks Display Name so all your QuickBooks records stay organized by who the stone is for.

• Cemetery-keyed accounts: map MonuDesk Cemetery Name → QuickBooks Last Name if your team's existing QuickBooks records are filed by cemetery.

• Standard: leave the defaults. Purchaser identity flows into QuickBooks first/last name as expected.

Income account mapping

In the same Settings → Integrations panel you'll see Income Account Mapping. This tells QuickBooks which income account each order's revenue should post to. The first row is your default income account: pick the QuickBooks account you use for monument sales (for example, Stone Sales or Memorial Revenue). Anything that does not match a more specific rule posts here, so until a default is set, payments may sit in QuickBooks unassigned.

If you want different kinds of sales to land in different QuickBooks accounts, click + Add Income Account to add a mapping row. Each row pairs a QuickBooks Income Account with a Maps to type, so you can route, for example, all monument sales to one account, all services such as cleaning, lettering, and foundation work to another, and all accessories such as vases, porcelain, and etching to a third. Add as many rows as you need, and edit or delete them anytime. On export, each line item on the Sales Receipt posts to the account that matches its type, and anything left unmatched falls back to the default.

Inventory items post to QuickBooks as true inventory items rather than generic services, so your QuickBooks inventory stays in sync. When an income account has sub-accounts, the mapping routes revenue to the most specific sub-account you've set up rather than the parent account.

If you're not sure which accounts to use, check with your accountant or match whatever income accounts you already file these sales under.

Tell MonuDesk how your QuickBooks writes sizes

A QuickBooks item name like Bevel 24x10x4 Emerald Pearl does not say which number is the width, which is the height and which is the thickness. MonuDesk stores sizes as Width x Height x Thickness, and unless you tell it otherwise it assumes your QuickBooks does the same.

On Settings → Integrations → QuickBooks you will find Dimension order in QuickBooks. Pick the order your own item names use: all six orderings are offered, and the default is Width x Height x Thickness.

Before every inventory import, whether you start it from this page or from the Import button on the Inventory page, MonuDesk shows a window headed Check dimension order before importing with a worked example of how a sample size will be read as width, height and thickness. Check that example, then click That's correct - import to run the import.

The setting only affects future imports, and items already in MonuDesk are left exactly as they are. If you have already brought a catalog in with the dimensions in the wrong boxes, message us in the chat before you re-import.

Per-order QuickBooks sync log

Each order keeps its own QuickBooks sync log listing what was pushed (invoices, payments, and journal entries) each with its QuickBooks document number. Use it to confirm a transaction synced and to find the exact matching record in QuickBooks.

The log also records what MonuDesk reverses. Cancelling an order voids its QuickBooks invoice and sales receipts and deletes any income journal entries, and each of those actions is written here, including any that failed, so you know what is left to reverse by hand. A cancelled order then reads Voided in the Order sync activity table instead of Synced.

Cancelling is not the only thing that voids records. Changing an order's location regenerates that order's invoice, quote and contract under the new location's name and address, and voids what was already created in QuickBooks under the old location. The voided records stay visible in QuickBooks, so the paper trail is intact.

Learn more: How to Cancel/Archive an Order

Related articles:

• How to Log a Payment

• How to Open an Order

• What's on the Invoice PDF