Connect QuickBooks Online

Rizqo can send your invoices and payments to QuickBooks Online, and bring back payments that are recorded in QuickBooks. You create and manage invoices in Rizqo. QuickBooks stays up to date without retyping.

What gets synced

Not synced: time entries, projects, proposals, contracts and attachments. Project expenses aren't synced as expenses; an expense billed on an invoice arrives in QuickBooks as an ordinary invoice line. QuickBooks customers and invoices are not imported into Rizqo. Changes made to an invoice in QuickBooks are never copied back to Rizqo.

Before you start

• You need a QuickBooks Online company based in the United States. QuickBooks Desktop and companies in other countries aren't supported yet.
• You must be an owner or admin of your Rizqo workspace (anyone who can edit workspace settings).
• In QuickBooks, turn on Custom transaction numbers: Settings → Account and settings → Sales. This lets your invoices keep their Rizqo numbers. Without it, Rizqo won't send anything.
• If you charge sales tax, Automated Sales Tax must be on in QuickBooks. Invoices with tax can't be sent to a company that doesn't use it. Invoices without tax can.
• One QuickBooks company can be connected to one Rizqo workspace at a time.

Set it up

1. Connect

Go to Settings → Integrations → QuickBooks and click Connect QuickBooks. Sign in to QuickBooks, choose your company, and approve. You'll come straight back to Rizqo. Finish signing in within 10 minutes, or the request expires and you can simply start again.

Connecting alone changes nothing in QuickBooks. Nothing is sent until you finish the steps below.

2. Choose items and a start date (Sending invoices)

• Item for lines: every invoice line in QuickBooks goes through a product or service, and that item decides which income account the money is recorded under. Choose one for all lines. You can also pick a different item for hourly lines and for fixed-fee lines.
• Send invoices issued on or after: choose a date. Earlier invoices stay out of QuickBooks. If you already entered older invoices in QuickBooks yourself, choose a date after them.
• Click Save. Nothing is sent until a start date is saved.

3. Match your customers (Customers)

Each client becomes one QuickBooks customer for each currency you invoice them in. For each client with invoices waiting, choose one of these, then click Confirm:

• the suggested match (found by name or email),
• another existing QuickBooks customer, or
• Create a new customer.

An invoice is sent only after its client is confirmed. From then on Rizqo follows the match, not the name, so renaming a client later won't break it.

4. Choose where payments are deposited (Payments)

Pick the QuickBooks account that payments go into. Undeposited Funds is suggested: it holds payments until you record the bank deposit in QuickBooks. You can use a different account for particular payment methods. Click Save. No payment is sent until an account is saved.

How it works day to day

Rizqo checks for new or changed invoices and payments about every five minutes. To send right away, click Send to QuickBooks (in the Send now card).

Invoices

• Draft invoices aren't sent, because QuickBooks has no drafts. An invoice goes across once it's issued. Recurring invoices are created as drafts, so they go across once you send them.
• If you change an invoice in Rizqo, QuickBooks is updated.
• If you cancel or delete an invoice in Rizqo, it is voided in QuickBooks. QuickBooks keeps the number and its history.
• If you send an invoice back to draft (possible only while it has no payments), it is deleted from QuickBooks.
• Make invoice changes in Rizqo, not in QuickBooks. If someone edits a synced invoice in QuickBooks, Rizqo stops updating that invoice instead of overwriting their change, and shows "Needs a look".

Payments recorded in Rizqo

• Each payment is sent once its invoice is in QuickBooks, applied to that invoice and deposited to the account you chose.
• If you delete a payment in Rizqo, it is deleted in QuickBooks only while it is still in Undeposited Funds. If it has already been deposited, Rizqo leaves it alone and tells you, so a reconciled payment is never undone. Delete it in QuickBooks yourself if that's right.

Payments recorded in QuickBooks

• A payment recorded in QuickBooks against an invoice Rizqo sent appears in that invoice's Payments tab with a QuickBooks badge. You can't edit or delete it in Rizqo; change it in QuickBooks and Rizqo follows.
• It usually arrives within about five minutes, and at the latest within about an hour.
• Money left unapplied in QuickBooks stays there.

What an invoice looks like in QuickBooks

• The invoice number, issue date and due date are the same as in Rizqo.
• Each line carries its description, quantity, price and amount. The amount is always Rizqo's.
• The project code and name go into an internal memo that your customer doesn't see.
• The customer carries the client's name, company, email and billing address.
• Invoice numbers can be at most 21 characters, which is QuickBooks' limit. Rizqo won't accept a longer new number and never shortens an existing one.

Sales tax and currency

• Sales tax: QuickBooks works out the tax itself. Rizqo marks lines as taxable when the invoice has tax, then checks that QuickBooks' total matches Rizqo's. If the totals differ, the invoice is flagged and not left unchecked. Check the customer's sales tax in QuickBooks.
• Currency: an invoice in a currency other than your QuickBooks home currency waits until multicurrency is turned on in QuickBooks. Rizqo never turns it on for you, because QuickBooks can't undo it. Each client and currency pair becomes its own customer, for example "Acme Ltd (EUR)".

Rules that keep your books safe

• Once a payment is recorded on an invoice, its number, dates, client, project, currency, tax and lines are locked. You can still change its notes, due date and payment instructions.
• An invoice with payments can't be cancelled, sent back to draft or deleted.
• The payments on an invoice can't add up to more than its total.

When something needs a look

The Activity card lists the latest items sent or brought in, each marked Done, Needs a look or Failed, with a plain explanation. After you fix the cause, click Retry next to an invoice, or press Send to QuickBooks.

If a message ends with a code like QB-… or an "intuit_tid", include it when you email hello@getrizqo.com.

Reconnect or disconnect

QuickBooks connections need renewing from time to time. If QuickBooks stops accepting the connection, the page shows Needs reconnecting. Click Reconnect and sign in again. If you reconnect the same company, your start date and customer matches are kept. If you connect a different company, you choose the start date again.

To stop syncing, click Disconnect. Rizqo deletes its keys to QuickBooks straight away and nothing already in QuickBooks changes. You can connect again at any time.

The connection belongs to the workspace, so it keeps working if the person who connected it leaves.

Not supported yet

• Companies outside the United States
• Sales tax for companies without Automated Sales Tax
• Resolving a flagged conflict, or changing a confirmed customer match, from Settings (email hello@getrizqo.com for now)

Security and privacy

Rizqo asks QuickBooks for accounting access to the one company you choose, and nothing else in your Intuit account. The keys it holds are stored encrypted. Only people who can edit workspace settings can see or change the connection. See the privacy notice, section "QuickBooks Online".