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QuickBooks integration

QuickBooks Online, kept up to date for you

Connect QuickBooks Online once and every invoice, payment and credit note goes straight across, with VAT exactly as AutoChain worked it out. Supplier bills follow too. No exporting, no re-keying.

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Overview

Your QuickBooks books, without the Friday catch-up

With QuickBooks Online connected, AutoChain sends your accounts the work as it happens. Issue an invoice and it is in QuickBooks. Take a payment and QuickBooks records it against the invoice. Raise a credit note and a credit memo follows.

VAT goes across exactly as it is on the invoice your customer received, so QuickBooks files the same pennies AutoChain printed. Your AutoChain invoice number is the QuickBooks invoice number, so the two always match up.

QuickBooks is part of the core plan. There is no extra charge for the integration.

What's included

Everything that goes across to QuickBooks

  • Sales invoices

    Sent as soon as they are issued, numbered to match your AutoChain invoice.

  • Payments

    Recorded against the invoice in QuickBooks, into the deposit account you choose.

  • Credit notes

    Sent as QuickBooks credit memos against the invoice they correct.

  • Supplier bills

    A purchase order with its supplier invoice recorded goes to QuickBooks as a bill, with its purchase VAT.

  • Customers and suppliers

    Created in QuickBooks as needed, and existing customers are matched by email when you connect.

  • VAT to the penny

    AutoChain's own VAT amounts go across by rate, so QuickBooks never re-rounds them.

  • Your accounts, your choice

    Pick the sales item, deposit account and purchases account, or leave them on sensible defaults.

  • CSV exports too

    Prefer to import yourself? A QuickBooks-format sales CSV is one click away.

How it works

Connect once, then it just runs

  1. Connect your QuickBooks company

    In AutoChain, go to Accounting > QuickBooks and choose Connect QuickBooks. Sign in to Intuit, pick your company and you are connected. Existing QuickBooks customers are matched to your AutoChain customers by email.

  2. Invoices and payments sync as they happen

    Each invoice, payment and credit note is sent to QuickBooks automatically, and supplier bills follow when you record a supplier invoice against a purchase order. The job shows Synced to QuickBooks, and a sync queue lists everything that has gone across.

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Why it matters

What it saves your garage

  • No more Friday catch-up

    Invoices and payments are in QuickBooks the moment they happen, so there is no weekly export and no typing.

  • VAT that matches

    QuickBooks holds the same VAT figures as the invoices you issued, so your return adds up first time.

  • Numbers that line up

    The QuickBooks invoice number is your AutoChain invoice number, so finding a job in either system is easy.

  • Purchases in the right place

    Supplier bills reach QuickBooks with their VAT, not just your sales.

How to connect

Accounting > QuickBooks

  1. In AutoChain, open Accounting and choose QuickBooks.
  2. Choose Connect QuickBooks, sign in to Intuit and pick your company.
  3. Check the sales item, deposit account and VAT codes, or leave them on Auto. Syncing starts straight away.

One accounting package can be connected at a time. You can disconnect at any time, and anything already sent stays in QuickBooks.

FAQ

QuickBooks and AutoChain: common questions

Straight answers to what garages ask us about this integration.

Does the QuickBooks integration cost extra?

No. QuickBooks sync is part of the AutoChain core plan. You need your own QuickBooks Online subscription.

Does it work with QuickBooks Desktop?

The live sync is for QuickBooks Online. You can also download a QuickBooks-format sales CSV from AutoChain at any time.

What syncs to QuickBooks?

Sales invoices, payments, credit notes (as credit memos), customers and suppliers, plus supplier bills when you record a supplier invoice against a purchase order.

Can I use QuickBooks and Xero at the same time?

No. A garage connects one accounting package at a time: Xero, QuickBooks Online or Sage Accounting.

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