It is possible to integrate the QuickBooks (QB) Online Accounting Software with Hexicom to streamline your accounting processes. You create the invoice in Hexicom and then export to QuickBooks Online using an online connection called an API. Your accounting team can then manage and reconcile from within QuickBooks. This export can be undertaken at any preferred time schedule, daily, weekly, monthly etc. 

It is not necessary to manually populate QuickBooks Online with any information from Hexicom as this will occur automatically during the process.

The Process

The process is simple, a QuickBooks Online account is required & needs to be set up according to your business profile.

Getting Started

1. Request QuickBooks Online to be enabled on your Hexicom system (Support).
2. Sign up to QuickBooks for an Online account.
3. In Quickbooks setup determine if Tax is set to Manual or Automatic. This setting cannot be altered and further explanation is provided further in this article.
   
4. In Quickbooks setup Products & Services. 
5. In Hexicom, setup the Tax details.
6. In Hexicom, setup the Accounting Codes for Sales and Expenses, (these will be a match to the Products & Services in Quickbooks).

Step 1 - Request QuickBooks Online on Hexicom

1. Send an email to Support, requesting QuickBooks Online to be enabled on your account.

2. Training may be organised to assist in understanding the setup process or use our knowledge base articles.

Step 2 - Obtain a QuickBooks Online Account & add Products and Services.

This step can be done simultaneously to step 1. the QuickBooks Online account cannot be a free trial account as an API connection is required. The API is only available on a paid account.

1. Access the QuickBooks Online website (ensure it is applicable to your region).

2. Create an account & complete the required Quickbooks setup.

Step 3 - Tax in QuickBooks & Hexicom

This is not a step, but rather an explanation on understanding how tax works between Hexicom & QuickBooks. QuickBooks has settings for taxation, these can be set to either manual or automatic. Once set to Automatic you cannot switch between Manual and Automatic.

If you have had your QuickBooks system for some time e.g. purchased before mid 2018, it is likely that you have Manual settings for your tax (unless you have specifically adjusted your settings to be Automatic). With Manual settings enabled each time you raise an invoice you are required to edit the tax information so that it aligns with the customer location as displayed in their invoice.

If you have purchased after 2018, it is likely that your QuickBooks online is set to automatic tax. When Automatic is enabled QuickBooks uses location settings to determine the appropriate tax to apply to a customer. In the setup process you nominate all the locations that are relevant to your customers. Then, when an invoice is raised the QuickBooks will apply the  tax rate automatically as it matches to the location specified in the invoice.

In a similar way, in Hexicom, you can nominate different tax rates for the regions you supply products to, and purchase from. In Hexicom you will need to setup all the applicable tax rates for these locations. In addition to these tax locations, it is necessary to set up a tax rate for anything that may be tax exempt. The naming conventions in this setup are important and covered further in step 5.

Note: If any discrepancies are found in the tax rate settings, whereby the settings in Hexicom are being over-rided by QuickBooks, this is due to the Automatic tax settings defined in QuickBooks. In this instance you will need to adjust the invoice in QuickBooks. Hexicom cannot over-ride this setting.

Step 4 Add Products and Services In Quickbooks

In QuickBooks setup all the required Products and Service Codes that will be applicable. 

There are at least two, Product and service codes that need to be created in Quickbooks Online, your Bookkeeper will assist in this process;

• Sales  
• Expenses 

These codes may then be allocated to each invoice created in Hexicom.

1. Open Quickbooks.

2. Click Sales, then select Products & Services and click Add New.

3. The value entered in Name (1) is essential, it is this value that will be the match to the Accounting codes setup later in Hexicom. 

At a minimum specify the Income account (2), then click Save and Close (3).

Learn more at Quickbooks Products & Services

Step 5 - Create Tax Settings in Hexicom

For the export from Hexicom to QuickBooks Online to work, the accounting codes for sales and purchases in Hexicom must be identical to the codes in the QuickBooks Online account.

1. Click the Settings cog (top right corner), then select ePrint MIS.

The window is arranged with a navigation pane on the left-hand side of the screen.

2. Click Company, then Tax.

2. Click Add New Record, then Tax complete the highlighted sections as detailed in the table.

	Name	Purpose
	Enter an appropriate name for the tax.	The name should describe the tax to be chargede. It will appear in a drop-down list format when creating an estimate/invoice.
	Enter an alias for the tax.	For Zero tax the alias MUST be the word 'NON'. This will be used when an item is tax exempt. Where a tax rate does apply and therefore is greater than zero, the alias MUST include the word 'TAX'
	Specify the applicable tax rate.	For Zero tax specify '0' For any other tax rates specify the applicable rate.
	Click Save.	Save each record.

3. Add all the tax rates applicable to the location.

Step 6 - Create Accounting Codes in QuickBooks Online

1. Click the Account menu, then select Chart of Accounts.

Note: If the codes are already created, take note of any codes that will be used for Sales and Expenses etc in Hexicom. 

or to create new codes in the Chart of Accounts screen, ;

3.  Click New (top right corner)

4. Items marked with an asterix must be completed. In the image below an Income Account is created with the settings;

Detail Type: Service/Fee Income

Name: 20001 (This number will be the same one entered into Hexicom accounting settings)

Number: 20001

Description: Sales

Next, create the Accounting Code for Purchases.

5. Items marked with an asterix must be completed. In the image below an Income Account is created with the settings;

Account Type: Cost of Goods Sold

Detail Type: Supplies & Materials - COGS

Name: 7230 (This number will be the same one entered into Hexicom accounting settings)

Number: 7230

Description: Purchases - Job Printing

Step 6 - Create Accounting Codes in Hexicom

The accounting codes in Hexicom must be a match to the Products & Services that were created in the QuickBooks online setup in 4. At least 2 accounting codes must be created, Sales and Purchases.

1. Click the Settings cog (top right corner), then select ePrint MIS.

The window is arranged with a navigation pane on the left-hand side of the screen.

2. Click Accounting, then Accounting Codes.

The current list of Accounting codes will be displayed and summarised in this location.

3. Click Add New Record.

4. Enter in the Accounting Code (this MUST match to the one created in Products & Services in QuickBooks Online), in this example;

• Accounting Code is 2001
  
• Description is Sales, 
• It is a Revenue Code so this option must be ticked and 
• Mark the Default option if this will be the default Sales code (optional), 
• Click Save.

Note: If the Default option is selected the accounting code will be set on all future invoices.

Next create the Purchase code.

4. Click Add New Record.

5. Enter in the Accounting Code (this MUST match to the one created in Products & Services in QuickBooks Online), in this example;

• Accounting Code is 7230
• Description is Purchases - Job Printing, 
• It is a Revenue Code so this option must be ticked and 
• Mark the Default option if this will be the default Sales code (optional), 
• Click Save.

Step 5 - Create a Product for Chart of Accounts in QuickBooks

1. In QuickBooks, click Sales, then select Products and Services.

2. Click New. (Right side of page)

3. Select Service.

4. The product/service for sales, will have the following options;

• Name:- 20001
• Description:- Sales
• Income account:- 200012001 (select from the drop-down menu Note: this was the Chart of Accounts item created earlier)

• Sales tax category:- Taxable - standard rate

4. The product/service for Purchases, will have the following options;

• Name:- 7230
• Description:- Purchases - Job Printing
• Income account:- 7230 7230 (select from the drop-down menu Note: this was the Chart of Accounts item created earlier)

• Sales tax category:- Taxable - standard rate

Test the Export

Open Quickbooks online in a browser tab, and Hexicom in another browser tab.

Recommendation: Create a brand new test customer in the CRM, include dummy data for the primary contacts physical address, phone, email, etc. Create a new invoice (also test) for this customer.

1. Click the Settings cog (top right corner), then select ePrint MIS.

The window is arranged with a navigation pane on the left-hand side of the screen.

2. Click Accounting, then QuickBooks Online.

A pop-up window is displayed, if you do not see the pop-up you may need to enable pop-ups in your browser.

3. Select Invoices, As per date selections, Today, click Export.

4. In QuickBooks, locate the invoice.

Additional Information If Required

• Account Codes in QuickBooks Online (Chart of Accounts)
  
• Add or edit a chart of Accounts

If you have any further questions, please contact Support.