QuickBooks Online Integration Tip Sheet

Overview

The QuickBooks Online integration allows you to export invoices and receipts from Aaniie directly into QuickBooks Online. Before beginning, you must have an active QuickBooks Online account. QuickBooks Desktop is not supported.

Before You Begin

Prerequisites

Before using the integration, ensure that:

• QuickBooks Online integration has been enabled by the Aaniie Support Team.

• You have an active QuickBooks Online account.

• Products and Services have already been created in QuickBooks Online.

• Client, payer, and customer relationships have been configured in both Aaniie and QuickBooks Online.

Recommended Setup

For the easiest mapping experience, create QuickBooks Products and Services that closely match the fee labels and billing items used in Aaniie.

Step 1: Map Billing Items

Navigate To:

Menu → Accounting → QuickBooks Online Maps

If you have not recently authenticated with QuickBooks Online, you may be prompted to sign in through a popup window.

What Are Items?

Items represent charges, services, fees, or functions within Aaniie that will be transferred to QuickBooks when invoices are exported.

Important

Any items that are not mapped will not be included when invoices are exported to QuickBooks.

How To Map Items

1. Open the Map Items section.

2. Locate each Aaniie item.

3. Use the dropdown menu beside each item to select the matching QuickBooks Product or Service.

4. Changes save automatically.

Step 2: Map Customers

Customers must also be linked between Aaniie and QuickBooks Online before invoices can be exported successfully.

Important

Client and payer relationships must already exist in both systems before customer mapping can be completed.

Mapping Active Customers

Navigate To:

Map Active Customers

The Active Customer mapping section includes:

• Clients

• Client Representatives

• Invoicees

How To Map

1. Open Map Active Customers.

2. Locate each customer record.

3. Select the matching QuickBooks customer using the dropdown menu.

4. Repeat for clients, representatives, and invoicees.

Note

Client Representatives and Invoicees created in Aaniie can be mapped to their corresponding parent customer in QuickBooks Online.

Mapping Inactive Customers

Inactive clients can also be mapped if historical records or invoicing may need to be exported.

How To Map

1. Open Map Inactive Customers.

2. Locate the inactive client.

3. Select the matching QuickBooks customer from the dropdown menu.

Step 3: Export Invoices to QuickBooks

Before Exporting

Invoices must already be generated in Aaniie before they can be exported.

Navigate To:

Menu → Accounting → Payer Invoicing

Export Process

1. Locate the invoice you wish to export.

2. Hover over the Actions menu on the right side of the invoice.

3. Select Export to QuickBooks.

4. Confirm the export when prompted.

5. The invoice will be transmitted to QuickBooks Online.

Successful Export Indicator

After a successful export, the QuickBooks export icon will turn green.

Ongoing Maintenance

Whenever you add:

• New billing items

• New service codes

• New clients

• New invoice recipients

• New payers

You should revisit the QuickBooks Online Maps section and create any necessary mappings before exporting future invoices. Failure to map new items or customers may prevent data from transferring correctly.

Common Issues

Invoice Did Not Export

Verify:

• The customer has been mapped.

• All invoice items have been mapped.

• The invoice has been generated.

• You are connected to QuickBooks Online.

Item Missing in QuickBooks

Verify that the item exists in QuickBooks Products and Services and has been mapped in the QuickBooks Online Maps section.

Customer Missing in QuickBooks

Verify that the customer exists in QuickBooks and has been mapped in either the Active or Inactive Customer Mapping section.

Quick Reference

Important Reminder

This integration only supports QuickBooks Online. QuickBooks Desktop is not supported.