In this article you can find what elements between Fohlio and Quickbooks can and can't be synced, it's a bit technical, so bear with me
The Fohlio<>QuickBooks integration is a great addition to your workflow as it streamlines your process from Specification to Procurements into accounting without doing any double work,
Setting up the integration requires some knowledge of both Fohlio and QuickBooks. In this article, we will cover what parts of Fohlio sync with QuickBooks and what doesn't.
How Integration works:
The integration is meant to work 1 way, from Fohlio to QuickBooks keeping Fohlio as your source of truth, this doesn't mean it won't sync back from QBO, it's just limited,
You can send 3 types of documents, Purchase orders, Client proposals, and Client invoices
What elements sync from Fohlio to QBO:
-
Company
Each workspace (team account) on Fohlio can be linked to 1 company on QBO,
meaning if you have more than 1 company on QBO you can only select one of them when setting up the integration
As you can see above I have multiple companies, yet I can only select one.
-
Accounts
You can link each individual project in Fohlio to a set of accounts on QBO.
The types of accounts you can sync with QBO are:
1. Expense Account: will be used to sync Purchase Orders
2. Income Account: will be used to sync Client invoices and Client proposals
3. A/P Account: it's only needed for syncing purposes (Any A/P account selected should work and won't be affected
4. Asset Account: Same as A/P account, only for syncing reasons, no information will be passed to it.
Optional: in Client Proposals and Client invoice, you can make the services and retainers sync to a different Income account than the one selected for Products.
-
Tax rate and Tax agencies:
Similar to accounts you can set up tax rates and tax agencies that sync from QBO, 1 per project.
-
Purchase Order:
The first document type you can sync to QBO is POs.
after creating a PO in Fohlio, you have the option to send it to QBO, which will lead to creating a Purchase order in QBO including the following:-
PO# > QBP Purchase Order#
-
Ship / Freight via > Ship via
-
Supplier contact > Vendor contact
if it's the first time you sync with the Supplier, a new vendor contact on QBO will be created, then any future POs for the same Supplier contact will be synced to the same one
-
Purchase order date > Purchase order date
-
Ship to > Shipping address
-
Bill to > Your message to Vendor
-
Notes & Project name > Memo
-
Line items > Item details including:
# > #
Name > Product/Service
Description > Description
Quantity > QTY
Price > Rate
Important Notes:
- Fohlio will create new items on QBO as Non-inventory products for each line item,
if you send items to QBO with the same name, on the same or other POs, they will be synced to the same Product on QBO.
-Fohlio doesn't sync with QBO categories, only as Products
-
-
Client Proposals:
The second type of document you can sync to QBO is CP, which is similar to POs of what you can sync with little difference, After creating a Client proposal in Fohlio send it to QBO as an Estimate including:
-
Proposal ID > Estimate #
-
Client Contact > Customer Contact
if it's the first time you sync with the Client, a new Customer contact on QBO will be created, then any future proposals or Invoice for the same Client contact will be synced to the same one on QBO -
Client address > Billing Address
-
Client info > Shipping to
-
Proposal Date > Estimate Date
-
Notes > Message displayed on Estimate
-
Project name and Payment terms > Message displayed on Statement
-
Line items > Item details including(non-Inventory Product):
# > #
Name > Product/Service
Description > Description
Quantity > QTY
Price > Rate
Tax > Tax if applicable -
Services/Retainers > Same as line items but will create Service
Important Notes:
- Fohlio will create new items on QBO as Non-inventory products for line items, and Service for Service/retainers
if you send items to QBO with the same name, on the same or other POs, they will be synced to the same one on QBO.
-
-
Client Invoice:
The third and last type of document we sync with QBO,
It has the same elements and behavior as the Client Proposal,
The only difference is:
-Payment you register on QBO will sync back to Fohlio, so it's better to add your payment on QBO only, to avoid duplicate registration of Payments.
-
Contacts:
- As mentioned previously, when sending a PO, Proposal, or invoice to QBO, it will lead to creating a new Contact on QBO that syncs with the one in Fohlio,
Changes on any side of Fohlio or QBO will lead to changes on the other the next time you use this contact and sync a document for it.
- We don't sync your existing contacts from QBO to Fohlio (anymore), so only the one created by Fohlio can be synced to Fohlio
-
Projects (Optional):
You can link projects in Fohlio to projects on QBO,
To link projects they need to both be under the same client contact that exists both in Fohlio and QBO, for that you need to sync 1 proposal or invoice for that client first, then assign that contact in Fohlio and QBO to the project
Company
Each workspace (team account) on Fohlio can be linked to 1 company on QBO,
meaning if you have more than 1 company on QBO you can only select one of them when setting up the integration
As you can see above I have multiple companies, yet I can only select one.
Accounts
You can link each individual project in Fohlio to a set of accounts on QBO.
The types of accounts you can sync with QBO are:
1. Expense Account: will be used to sync Purchase Orders
2. Income Account: will be used to sync Client invoices and Client proposals
3. A/P Account: it's only needed for syncing purposes (Any A/P account selected should work and won't be affected
4. Asset Account: Same as A/P account, only for syncing reasons, no information will be passed to it.
Optional: in Client Proposals and Client invoice, you can make the services and retainers sync to a different Income account than the one selected for Products.
Tax rate and Tax agencies:
Similar to accounts you can set up tax rates and tax agencies that sync from QBO, 1 per project.
Purchase Order:
The first document type you can sync to QBO is POs.
after creating a PO in Fohlio, you have the option to send it to QBO, which will lead to creating a Purchase order in QBO including the following:
PO# > QBP Purchase Order#
PO# > QBP Purchase Order#
Ship / Freight via > Ship via
Ship / Freight via > Ship via
Supplier contact > Vendor contact
if it's the first time you sync with the Supplier, a new vendor contact on QBO will be created, then any future POs for the same Supplier contact will be synced to the same one
Supplier contact > Vendor contact
if it's the first time you sync with the Supplier, a new vendor contact on QBO will be created, then any future POs for the same Supplier contact will be synced to the same one
Purchase order date > Purchase order date
Purchase order date > Purchase order date
Ship to > Shipping address
Ship to > Shipping address
Bill to > Your message to Vendor
Bill to > Your message to Vendor
Notes & Project name > Memo
Notes & Project name > Memo
Line items > Item details including:
# > #
Name > Product/Service
Description > Description
Quantity > QTY
Price > Rate
Important Notes:
- Fohlio will create new items on QBO as Non-inventory products for each line item,
if you send items to QBO with the same name, on the same or other POs, they will be synced to the same Product on QBO.
-Fohlio doesn't sync with QBO categories, only as Products
Line items > Item details including:
# > #
Name > Product/Service
Description > Description
Quantity > QTY
Price > Rate
Important Notes:
- Fohlio will create new items on QBO as Non-inventory products for each line item,
if you send items to QBO with the same name, on the same or other POs, they will be synced to the same Product on QBO.
-Fohlio doesn't sync with QBO categories, only as Products
Client Proposals:
The second type of document you can sync to QBO is CP, which is similar to POs of what you can sync with little difference, After creating a Client proposal in Fohlio send it to QBO as an Estimate including:
Proposal ID > Estimate #
Proposal ID > Estimate #
Client Contact > Customer Contact
if it's the first time you sync with the Client, a new Customer contact on QBO will be created, then any future proposals or Invoice for the same Client contact will be synced to the same one on QBO
Client Contact > Customer Contact
if it's the first time you sync with the Client, a new Customer contact on QBO will be created, then any future proposals or Invoice for the same Client contact will be synced to the same one on QBO
Client address > Billing Address
Client address > Billing Address
Client info > Shipping to
Client info > Shipping to
Proposal Date > Estimate Date
Proposal Date > Estimate Date
Notes > Message displayed on Estimate
Notes > Message displayed on Estimate
Project name and Payment terms > Message displayed on Statement
Project name and Payment terms > Message displayed on Statement
Line items > Item details including(non-Inventory Product):
# > #
Name > Product/Service
Description > Description
Quantity > QTY
Price > Rate
Tax > Tax if applicable
Line items > Item details including(non-Inventory Product):
# > #
Name > Product/Service
Description > Description
Quantity > QTY
Price > Rate
Tax > Tax if applicable
Services/Retainers > Same as line items but will create Service
Important Notes:
- Fohlio will create new items on QBO as Non-inventory products for line items, and Service for Service/retainers
if you send items to QBO with the same name, on the same or other POs, they will be synced to the same one on QBO.
Services/Retainers > Same as line items but will create Service
Important Notes:
- Fohlio will create new items on QBO as Non-inventory products for line items, and Service for Service/retainers
if you send items to QBO with the same name, on the same or other POs, they will be synced to the same one on QBO.
Client Invoice:
The third and last type of document we sync with QBO,
It has the same elements and behavior as the Client Proposal,
The only difference is:
-Payment you register on QBO will sync back to Fohlio, so it's better to add your payment on QBO only, to avoid duplicate registration of Payments.
Contacts:
- As mentioned previously, when sending a PO, Proposal, or invoice to QBO, it will lead to creating a new Contact on QBO that syncs with the one in Fohlio,
Changes on any side of Fohlio or QBO will lead to changes on the other the next time you use this contact and sync a document for it.
- We don't sync your existing contacts from QBO to Fohlio (anymore), so only the one created by Fohlio can be synced to Fohlio
Projects (Optional):
You can link projects in Fohlio to projects on QBO,
To link projects they need to both be under the same client contact that exists both in Fohlio and QBO, for that you need to sync 1 proposal or invoice for that client first, then assign that contact in Fohlio and QBO to the project
Notes and limitations you need to be aware of:
-
Fohlio only syncs products and services and it can't sync to QBO categories
-
Supplier invoices are not yet supported to be synced to QBO
-
The integration works best as 1-way sync from Fohlio to QBO especially to avoid errors and broken documents, however, some elements do sync both ways meaning changes will reflect back to Fohlio such as:
Price, QTY, Contact, Payments. -
Currently the integration only Supports QBO-US and QBO-Canada,
the other versions are not yet supported such as QBO-UK -
Fohlio only syncs products and services and it can't sync to QBO categories
Supplier invoices are not yet supported to be synced to QBO
The integration works best as 1-way sync from Fohlio to QBO especially to avoid errors and broken documents, however, some elements do sync both ways meaning changes will reflect back to Fohlio such as:
Price, QTY, Contact, Payments.
Currently the integration only Supports QBO-US and QBO-Canada,
the other versions are not yet supported such as QBO-UK
We hope in this article we covered what syncs to QBO and if you want to know more on how to set the integration up you can check this QuickBooks Integration detailed guide