Aimsio’s QuickBooks Online integration currently allows accounts to:
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Import Customers, Suppliers, Employees, Tax Codes, Product and Services into Aimsio
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Push Aimsio Jobs over to QuickBooks Online as Sub-customers
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Push Aimsio Invoices
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Push Aimsio Purchase Orders and NRBs over to QuickBooks Online.
Imports can be set to automatically run each morning or be triggered manually.
Data is imported but not synced. In other words, if information is changed in Aimsio, after it’s imported, a re-import from QuickBooks Online will take precedence and overwrite the information stored in Aimsio.
Sub-customers need to be converted to Customer Projects inside QuickBooks Online
Invoices can be sent individually, or in bulk. A status of Exported is given to Aimsio invoices after they’ve been successfully pushed.
Integration Overview
Below is a chart demonstrating the data flow between Aimsio & QuickBooks Online.
QuickBooks Online limits API connections to only one Aimsio account at a time.
QuickBooks Online does not support directly exporting Aimsio Jobs to QuickBooks Online Customer Projects. Users will have to manually convert Sub-Customers to Projects in QuickBooks Online.
- For more information, please see Intuit Support: How to Convert Sub-Customers into Projects.
Connect Your QuickBooks Online Account
- Navigate to the Integrations page using Aimsio’s left sidebar. Navigate to the Authentication tab and click the Connect to QuickBooks button.
- You may be asked to log in to your QuickBooks Online account. Once logged in, select/confirm the company you would like Aimsio to connect with and click Connect.
How to Import your QuickBooks Online Data
Aimsio supports the importing of Customers, Vendors, Employees, Sales Tax Rates, Product and Services.
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Customers are imported as Companies (Client).
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Suppliers are imported as Companies (Vendor) or Employees (Subcontractor).
- QuickBooks Online Suppliers that are stored with a First Name and Last Name are automatically converted to an Employee (Subcontractor) during import.
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Employees are imported as the Aimsio equivalent (Employees - Direct-hire).
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Tax Code & Rate are imported as Sales Tax Rates.
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Product and Services are imported as Service Billable Items by default.
- We can assist with setting conditions to allow Product and Services to import as other Billable Items types (ie: Equipment, Labor, etc.)
On the Aimsio Integrations page, navigate to the Companies, Employees and Billable Items tab and click the Import button on the right.
How to Schedule your QuickBooks Online Data Import
It is possible to set Aimsio up to perform an import of selected data types each morning around 5AM Mountain Standard Time.
Please use care when adopting this feature. If data is changed in Aimsio, after it’s imported, a re-import from QuickBooks Online will take precedence and replace the information stored in Aimsio.
Before Pushing Invoices
QuickBooks Online only supports the receiving of invoices during an active accounting period. If your QuickBooks accounting period is closed, users will have to manually enter their Aimsio data into their QuickBooks Online account.
- Aimsio will present the following error if an attempt is made to push information when an account’s accounting period is closed:
- For more information on this restriction please see the related Intuit Developer page.
How to Send Invoices to QuickBooks Online
- Navigate to the Invoice page in Aimsio. Select all invoices you would like to export, right-click and select Push to QuickBooks Online.
- Invoices that have been successfully sent to QuickBooks will have their status changed to Exported.
Reviewing invoices in your QuickBooks Online Account
Once pushed, manage your Aimsio invoices in QuickBooks Online.
Information changed in QuickBooks Online will not automatically reflect back in Aimsio. When possible, make your changes in Aimsio first, prior to exporting to QuickBooks Online, or a manual change on both platforms will be required.
How to Push Jobs to QuickBooks
Once Customers are imported, you are able to select the Jobs you want push to your QuickBooks account. Jobs are initially sent to QuickBooks Online as Sub-customers. They can then be converted into projects and act as the parent grouping for invoices that are exported.
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Navigate to the Jobs page in Aimsio. Select one or more Jobs, using a right-click action and select Push to QuickBooks Online.
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If the Client does not already exist in QuickBooks Online as a Customer, you’ll return an error. Ensure the Customer information that exists in QuickBooks Online is the same inside Aimsio and also set as the Client on the Job.
How to Push Purchase Orders to QuickBooks Online
Navigate to your Purchase Order forms page. Select one or more Purchase Orders on the left. Right-click and select Export to QuickBooks Online.
How to Push NRBs to QuickBooks Online
Non-Recurring Billable Items can be sent back to your QuickBooks Online account as Vendor/Supplier Bills.
- Navigate to the Non-Recurring Billables tab under a Job. Select NRBs to export, right-click and choose Export to QuickBooks Online.
