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QuickBooks Online Integration

Recurly for QuickBooks enables your billing data from Recurly to be integrated with QuickBooks Online in an efficient, reliable, and repeatable manner. Merchants can use this integration to calculate accounts receivable and bank account balances from inside of QuickBooks.

Introduction

Recurly for QuickBooks Online integrates Recurly billing data with QuickBooks Online. This integration enables the automatic transfer of information from customer accounts and plans, along with data from invoices, payments, and refunds to QuickBooks Online, improving data accuracy and streamlining your revenue accounting process.

You’ll also be able to reconcile in real-time data from customer accounts, payments, and receivables. By consolidating this data in a single solution, you’ll have a more complete view of your recurring revenue and transactions.

Setup Video

You can see instructions on setting up the QuickBooks Online integration here:

Key Integration Criteria

  • The integration only functions with QuickBooks Online, not QuickBooks Desktop.
  • The integration will support Recurly sites in sandbox mode or production mode.
  • The integration will support QuickBooks Online sites in production mode. If you would like to test with a non-production QuickBooks Online account, we recommend you sign up for a separate trial QBO account.
  • The integration is available in the Pro and Enterprise versions of Recurly.
  • The integration does not function well with multicurrency sites as QuickBooks Online and Recurly have different definitons of customers. A customer in QuickBooks Online can only have one currency, whereas a customer in Recurly can have multiple currencies.
  • You can sync multiple Recurly sites to one QBO site.
  • You can only connect a single Recurly site with one QBO instance; you cannot sync to multiple QBO instances from one Recurly site.
  • We recommend that you disable the "Custom Transaction Numbers" function within QBO as this can cause errors with invoices syncing to QuickBooks.

Integration Overview

The integration is a one-way sync between Recurly to QuickBooks with six points of integration. Records are synced in the following sequence:

  1. Recurly Plans, Setup Fees, and Add-Ons with QB Items
  2. Recurly Accounts with QB Customers
  3. Recurly Invoices with QB Invoices
  4. Recurly Payments with QB Payments and Refunds
  5. Recurly Credits with QB Credit Memos

General Sync Behavior

When you set up the integration, you will specify a start date. Records created or updated on or after this date will be synced with QuickBooks Online.

The Recurly-QBO integration will run once per hour. Each time the sync process runs, it will attempt to sync all records which have been created or updated since the last time the sync process ran.

This integration is only a one-way sync. Records created or updated in Recurly will be synced to QBO. Once they are in QBO, records updated within QBO will not have changes synced back to Recurly.

Plans

Plans, Add-Ons, and Setup fees in Recurly are synced with Items in QBO. By default, these accounts are created as Service items. Once they are in QBO, you can edit the type. The plan sync works with both item hierarchy and item categories.

All Plans, Add-Ons, and Setup Fees will be synced with QBO, regardless of the start date that you select in setup.

As part of the setup process, you can define a sales account to populate on the item records within QBO. When items are synced with QBO, they will include the default sales account that you set. Once the item is in QBO, you can edit the income account. This income account will be populated on any invoice line items which reference a given item.

One way that this can work well is that if you use a deferred revenue account as the default revenue account, you can use Recurly's revenue recognition solution or a spreadsheet to calculate your recognized revenue each month.

You also have the option to attribute different products to different revenue accounts, so that when invoices are integrated your accounting will hit different accounts as you like. When the plans are imported from Recurly into QuickBooks, we need to specify one account by default. After the integration runs for the first time, you are able to specify which account you would like to be applied to which Item in QuickBooks. You can navigate to Setup > Lists > Products & Services and then choose the service item for which you would like to set the revenue account. When invoices are synced with these items, they will be booked to the account specified in this Items & Services list.

Customers

Customers will be synced from the account record type in Recurly to the customer record type in QBO.

  • All Recurly accounts will be synced regardless of the Start Date that you select.
  • Accounts which are marked as inactive in Recurly will not be synced to QuickBooks.
  • Because Recurly syncs the email address for customers with QuickBooks, you will have the ability to send emails to them from within QuickBooks. We recommend that you do not use both Recurly and QuickBooks to send automated email communications to your customers.
  • Billing address will be synced
  • Multiple shipping addresses will not be synced
  • Account Address will not sync (only billing address)
  • By default, QuickBooks uses the "First Name Last Name" as the Display Name for customers. You can change this on a manual basis by editing the account and using another field, e.g. Company Name. Unfortunately this is not possible to do by default or en masse (see here).
  • As a reminder, the integration does not function well with multicurrency sites as QuickBooks Online and Recurly have different definitions of customers. A customer in QuickBooks Online can only have one currency, whereas a customer in Recurly can have multiple currencies. To handle this, we will sync all transactions from Recurly to QuickBooks which are of the same currency as your base currency in Recurly (e.g. if your base currency is USD, we will sync all USD transactions).

Invoices

Invoices within QBO will reference customer accounts and plans. Each invoice line item from Recurly will be synced to QuickBooks.

The individual line items will carry the revenue treatment that is applied to the plan, add-on, or setup fee for that line. For example, if an invoice contains line items for a plan, setup fee, and add-on, each will get its own attribution to revenue based on the revenue account on its Item.

And the journal entry for this invoice will appear as below:

  • We recommend that you disable the "Custom Transaction Numbers" function within QBO as this can cause errors with invoices syncing to QuickBooks.

Taxes

We support the taxation of customers within Recurly, but not the taxation of Recurly customers using QuickBooks functionality. The integration will send invoices and credit memos with tax information from Recurly to QuickBooks.

  • On the initial sync, we will create an account in your chart of accounts called "Recurly Sales Tax Payable" and an item call "Recurly Sales Tax."
  • When you have an invoice with tax synced to Quickboks, Tax will be synced as a separate line item with the item of "Recurly Sales Tax" along with the description of the line from Recurly.

An invoice with tax will appear as below in Recurly and QuickBooks:

Discounts & Coupons

An invoice with coupons will appear as below in Recurly and QuickBooks:

  • Coupon discounts will be synced with the "Discount Value" section on the invoice in QBO.
  • Recurly Invoice Line Items will be synced with invoice line items in QuickBooks without discount values included.
  • Fixed-amount coupons will transfer the amount to QBO.
  • Percentage-based coupons will calculate the coupon amount and transfer the amount to the Discount Value section on the invoice in QBO.
  • Multiple Coupons on one invoice will be summed and reflected as one total on the invoice in QBO.
  • A list of coupon redemption records will not be synced with QBO.
  • For more information on coupons, please visit our Recurly Coupons documentation page.

One-Time Charges and Credits

Recurly gives you the ability to create charges and credits that are not part of a subscription. Until they are invoiced, these charges or credits will not be synced to QuickBooks Online. Once they are invoiced, they will sync as invoice line items.

Transactions

Transactions from Recurly will be mapped with the payment or refund receipt object within QBO. If the transaction is a payment (positive amount) it will map to the payment object, which will be associated with the invoice that the payment pays. If the transaction in Recurly is negative, it will create a refund receipt within QBO. Refund receipts do not reference any other records and will be associated with the customer record to which it applies within QBO.

  • Payments will be applied to the Undeposited Funds account, rather than directly to a bank account.
  • Payments within QBO will reference the invoice which the transaction pays.
  • Auth and Void transactions will not be synced with QBO as these do not have financial impact.
  • Refunds will be synced with the refund object in QBO.
  • Refunds will be applied to the Undeposited Funds account, rather than directly to a bank account.
  • Transaction number will be written to the Customer Memo field on the transaction record.

Credits

Credits in Recurly are synced with the Credit Memo object in QuickBooks.

  • Account-level credits are not synced until they are invoiced
    *When you have an invoice with a credit line item, it will create an invoice record, CM record, and payment record to associate them in QuickBooks Online.
  • Credits which have taxes credited will be included and will subtract from your Recurly Sales Tax Payable Register.
  • Note that if you have a carryforward credit that is uninvoiced, it will sync to QuickBooks. It is possible to delete this credit in Recurly. If you do so, the deletion will not carry over to QuickBooks. You will need to also delete this record manually within QBO.

Using Revenue Recognition with QuickBooks Online

As QuickBooks does not support revenue recognition functionality, we recommend that customers using QuickBooks Online should take advantage of Recurly Revenue Recognition.

For users that use accrual-based accounting, we recommend that you set up Recurly products to sync to QuickBooks using a deferred revenue account. At the end of each month, we recommend making a journal entry to recognize revenue.

QuickBooks Online Integration

Recurly for QuickBooks enables your billing data from Recurly to be integrated with QuickBooks Online in an efficient, reliable, and repeatable manner. Merchants can use this integration to calculate accounts receivable and bank account balances from inside of QuickBooks.