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Quickbooks Integration – Overview

Overview

Our QuickBooks integration allows you to sync the following transactions from Launch27 to your QuickBooks Online (QBO) account:

  • Credit card, cash and check payments for Bookings
  • Credit card refunds for Bookings

 

How it Works

Syncing credit card, cash and check payments

When you sync a credit card charge or a cash/check payment, Launch27 does the following:

  1. Checks if the Customer associated with the transaction is linked to QuickBooks yet. If it is not, a new QuickBooks customer record is created and linked to the customer in Launch27.
  2. Since these transactions represent a payment that was collected from the customer, a Sales Receipt is created in QuickBooks and is linked to the transaction in Launch27. Note: the Sales Receipt Date is set to the date the credit card was charged, or the date the booking was marked as paid in Launch27.

You may now view the sales receipt for this transaction in your QBO account by going to Transactions > Sales.

 

Syncing credit card refunds

The process for syncing refunds is very similar to how charges/payments are synced. The main difference is that a Refund Receipt is created in QuickBooks instead of a sales receipt.
qbo-sales-receipts (1)

Authorizing QuickBooks Online to sync with Launch27

  1. While logged into Launch27 as an Admin, go to Settings > Miscellaneous > QuickBooks
    1. while we are in beta mode we’ve hidden that link from the main menu. To access it, please go to: https://yoursite.launch27.com/admin/quickbooks/edit
  2. Click on the Authorize button

    connect-QBO-to-L27
  3. You’ll be redirected to a QuickBooks Online sign in page. Fill out the form and click Sign In. Note: QuickBooks may ask you to go through extra verification steps for security reasons.

    qbo-sign-in
  4. After you’ve signed in to your account, you’ll be taken to a screen that asks you to “Authorize the Sharing of Your Data Between Launch27 and Intuit”. Click on the Authorize button. Your QuickBooks account is now connected to Launch27, and you’ll be redirected back to Launch27

    qbo-authorize
  5. Choose an account you would like to Deposit refunds to. Note: This account is usually the same account that you link your sales transactions to. As a best practice, QuickBooks recommends using the Undeposited Funds account.

    choose-deposit-account

 

 

Syncing Data to QuickBooks Online

Performing a Mass Sync of all transactions

  1. While logged into Launch27 as an Admin, go to Settings > Miscellaneous > QuickBooks
    1. while we are in beta mode we’ve hidden that link from the main menu. To access it, please go to: https://yoursite.launch27.com/admin/quickbooks/edit
  2. Scroll to the bottom of the page and click the Sync to QuickBooks button
  3. Choose a date range you would like to sync to QuickBooks. Note: only the transactions that occurred during the specified date range that have NOT already been synced to QuickBooks will be synced.
  4. Check the box to acknowledge that you have read the info explained and would like to proceed
  5. Click the Sync to QuickBooks button. Depending on how much data needs to be synced, you will either see a success shortly after or Launch27 will email you when the sync has been completed successfully.

mass-sync-to-qbo

Manually syncing an individual transaction

There might be times when you’d prefer to sync an individual transaction to QuickBooks instead of do a mass sync.

To sync an individual transaction:

  1. While logged into Launch27 as an Admin, go to Payments > Charges
  2. Find the charge, payment or refund you would like to sync, and click the Settings icon > Sync to QuickBooks
  3. A modal window will open. Read the info and click Sync to QuickBooks

You will now see your transaction synced in your QBO account’s Sales Transaction page.

Note: If you already have an existing sales or refund receipt in QuickBooks representing a transaction in Launch27, you can link it to Launch27 by clicking Link to QuickBooks.

l27_individual_transaction_sync

Manually syncing an individual customer

There might be times when you’d prefer to sync an individual customer record to QuickBooks  .

To sync an individual customer record:

  1. While logged into Launch27 as an Admin, go to the customer’s profile
  2. Click the Settings icon > Sync to QuickBooks
  3. A modal window will open. Read the info and click Sync to QuickBooks

You will now see your customer record synced in your QBO account.

Note:

  • If you already have an existing customer in QuickBooks representing a customer record in Launch27, you can link it to Launch27 by clicking Link to QuickBooks.
  • Remember that Launch27 will automatically sync your customers to QuickBooks while it is syncing your transactions.

l27_individual_customer-record_sync

Deauthorizing Launch27 from syncing with QuickBooks Online

If you would like to stop syncing your data for any reason, you can deauthorize Launch27 from syncing to QBO:

  1. While logged into Launch27 as an Admin, go to Settings > Miscellaneous > QuickBooks
    1. while we are in beta mode we’ve hidden that link from the main menu. To access it, please go to: https://yoursite.launch27.com/admin/quickbooks/edit
  2. Click the Deauthorize button. Launch27 is now deauthorized from syncing with your QBO account.

qbo-deauthorize

Unlinking All QuickBooks data from Launch27

If you ever need to link your Launch27 account to a new QBO account after you’ve already synced it to another QBO account, we recommend that you unlink all QuickBooks data from Launch27 before you authorize the new QBO account.

This is necessary because Launch27 will have IDs from your old QBO account and will not be able to properly match them to your new account the next time you perform a sync.

But don’t worry. If you ever do this by accident, you can easily re-sync Launch27 with your original QBO account by performing a mass sync.

To unlink all QuickBooks data from Launch27:

  1. While logged into Launch27 as an Admin, go to Settings > Miscellaneous > QuickBooks
    1. while we are in beta mode we’ve hidden that link from the main menu. To access it, please go to: https://yoursite.launch27.com/admin/quickbooks/edit
  2. Make sure that you first deauthorize Launch27 from syncing with QBO
  3. Click the Unlink All Data button

    qbo_unlink-data-1
  4. A modal window will open. Check the box that you have read the info and click the Unlink All QuickBooks Data button. All of the data from the previous QBO account is now unlinked from Launch27.

qbo_unlink-data-2

FAQs

Does Launch27 integrate with QuickBooks Desktop?

No. Launch27 only integrates with QuickBooks Online (QBO) because the QuickBooks’ API only allows lets vendors like us integrate with QBO accounts.

If I make changes in my QuickBooks account, are the changes automatically synced back to Launch27?

No. Launch27’s QuickBooks integration only peforms a “one-way” sync to QBO. This means that once a transaction/customer in Launch27 is linked to a record in QBO, then changes in Launch27 will overwrite the record in QBO.

Will changes I make in Launch27 overwrite data in my QuickBooks account?

Yes, this is possible. Because Launch27 peforms a “one-way” sync to QBO, if a transaction/customer in Launch27 is already linked to a record in QBO, then changes in Launch27 will overwrite the data in QBO.

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