Post to QuickBooks Online automatically

Instead of downloading the QuickBooks file every month, you can connect your QuickBooks Online company once and AutoDealer will post every ledger entry there automatically (sales, payments, inventory, floor plan) from the moment you connect.

Connect

1. In Settings → Accounting, set "Where your books live" to an external system and pick QuickBooks.
2. Choose Connect QuickBooks (owners only) and approve access on the Intuit screen.
3. AutoDealer checks the company (it must use USD) and matches each of your account names to a QuickBooks account, creating any that don't exist yet. The names come from your "Chart of accounts" settings on the same page, so set them first if you want the entries to land in specific accounts.

That's it. New activity posts within a few minutes of happening.

What gets posted

The same balanced journal entries as the QuickBooks file: vehicle purchases and recon costs, sales with cost of goods, customer and financing payments, floor plan draws and payments. Entries are only ever added: a void or an unwind posts as its own dated reversing entry, exactly like the export file, so nothing in QuickBooks is ever edited or deleted behind your bookkeeper's back.

Each entry carries a reference number starting with AD- so you can always tell AutoDealer entries apart.

A few things to know

• Posting starts at the connect date. History from before you connected isn't pushed; use the QuickBooks file export for earlier periods.
• The connection renews itself. If it ever expires (for example, you changed your Intuit password), the Accounting page shows a Reconnect button, and queued entries deliver automatically once you reconnect.
• Only the owner can connect or disconnect.
• If an account name collides with a customer-balance account in QuickBooks (an Accounts Receivable or Accounts Payable type), connecting stops with a message telling you which name to change. Rename it under Settings → Accounting (or in QuickBooks) and connect again.
• QuickBooks Online only. QuickBooks Desktop has no connection; use the QuickBooks file for it.
• Your bank lives in QuickBooks too. Once connected, the Books area hides its bank lines and the Bank connections button, because QuickBooks has its own bank feed and reviewing the same transactions in both places would record them twice. An existing bank connection can still be disconnected.
• The monthly QuickBooks file export keeps working whether or not you are connected.