Connect QuickBooks Online

Connecting QuickBooks Online takes one click and a sign-in at Intuit. Zamilo then reads your customers, sales documents, vendors, purchase orders and bills every hour. It writes to QuickBooks only when someone presses a button, such as sending an invoice or a purchase order.

Before you start

Your Zamilo role must allow Integrations, access, data and sync. Out of the box, only the Administrator role has it.
You need a QuickBooks Online sign-in that is allowed to connect apps to the company (usually a company administrator).
Zamilo connects one QuickBooks company per workspace.

Connect QuickBooks

Sign in to Zamilo at https://app.zamilo.io and open Settings → Integrations.
In the QuickBooks Online card, press Connect To QuickBooks.
Intuit's page opens. Sign in, choose the company if you have more than one, and approve the connection.
Back on Integrations, the card shows Connected with the company's name. Press Test to have Zamilo ask QuickBooks for the company and a few counts.
The first read happens within the hour. To start it now, open Settings → Data & sync and press Sync Changes in the QuickBooks card.

If you start from inside QuickBooks instead, Intuit opens Zamilo's launch address, https://app.zamilo.io/settings/integrations/quickbooks/launch. Zamilo asks you to sign in, then sends you on to Intuit to connect.

What Zamilo reads

Every hour, Zamilo reads what changed in QuickBooks since its last look (everything, the first time):

Customers. Each becomes a customer in Zamilo with an account and a contact.
Invoices, estimates and sales receipts. They are listed under Dealer documents and used to match incoming email to the right customer.
Vendors. Each is tied to a supplier by QuickBooks id, name or email; a new vendor becomes a new supplier. Zamilo only fills in what the supplier lacks.
Purchase orders and bills (the last year's, the first time). Older ones can be brought in on Settings → Purchasing.

Zamilo also reads your products and services, tax codes and preferences when it prepares an invoice or purchase order, or when you choose them in Settings.

What Zamilo sends, and only when you press

Invoices from shipped packing slips

First, on Settings → Sales documents, choose the Fallback item, the item for Shipping charged, and the QuickBooks tax code for each Canadian province or territory you ship to, plus the Tax code for zero-rated lines.
Open a shipped packing slip and press Invoice in QuickBooks.
If the account is not linked to a QuickBooks customer yet, Find and Link it, or press Create in QuickBooks.
Check What QuickBooks will receive: each shipped line as the QuickBooks product or service with the same SKU, its tax code, and the shipping charge on the order's first invoice.
Press Create the Invoice in QuickBooks. QuickBooks works out the tax. The invoice is created, not emailed.

Sending invoices needs the capability Send invoices to QuickBooks and link accounts to QuickBooks customers (Administrator and Staff by default).

Purchase orders

Set the fallback item and tax code on Settings → Purchasing first. On an approved purchase order, press Send to QuickBooks, check the preview, and press Send to QuickBooks again. A supplier with no QuickBooks vendor gets one. After changing the order, press Update in QuickBooks. Files attached to the order are attached in QuickBooks too, and closing or cancelling the order in Zamilo closes it there. This needs Approve purchase orders (Administrator by default).

Documents made in QuickBooks

A purchase order made by hand in QuickBooks with the same number as a Zamilo order is tied to that order on the next hourly read, with nothing to press. If you press Send to QuickBooks and QuickBooks already has that number, the button reads Tie and Update in QuickBooks: it updates that order rather than making a second. Bills are tied to the purchase orders they bill.

Disconnecting

From Zamilo: on Settings → Integrations, press Disconnect in the QuickBooks card and confirm. Zamilo asks Intuit to end the connection and deletes it.
From QuickBooks: disconnect Zamilo in QuickBooks' list of connected apps. Intuit then sends you to https://app.zamilo.io/settings/integrations/quickbooks/disconnected, where Zamilo forgets the connection.

Customers, accounts, dealer documents, suppliers, purchase orders and bills already brought in stay in Zamilo. Nothing in QuickBooks is deleted. Connect again at any time.

Common problems

Needs connecting again: QuickBooks stopped accepting the connection, for example after someone disconnected Zamilo inside QuickBooks. Nothing syncs until you press Connect To QuickBooks and sign in to the same company.
QuickBooks returned an error: The sign-in at Intuit was cancelled or refused. Press Connect To QuickBooks again.
The QuickBooks sign-in could not be verified. Start again.: The sign-in finished in a different browser session than it started in. Start again from the same browser window.
QuickBooks is not available on this installation yet.: Contact support.
The invoice preview lists a problem: It names what to fix, such as an account not linked to a QuickBooks customer, or a missing fallback item or tax code on Settings → Sales documents.
Last run failed on Data & sync: The QuickBooks card shows QuickBooks' error message. If it does not make sense, send it to support.