Get the best of both worlds and integrate Quickbooks Online with MediaOS so you can seamlessly manage your books using a two way sync. Accounting has never been easier!

Before you integrate with QBO, be sure your MediaOS account does NOT have any accounting data. Your payments and invoices screen should be completely blank.  If you connect with accounting data in MediaOS, it will try to import information into both systems. If you aren’t sure, reach out to our team for help.

To integrate with Quickbooks Online: 

1. Click on your account at the bottom of the left menu. 
2. Go to Integrations. 
3. Scroll down to the QuickBooks integration. 
4. Click Configure. 
5. Enter your username and password for your QuickBooks account to finalize your integration.

Tip: Make sure you’re logging in as a master administrator in your QuickBooks account to avoid running into permissions issues. 

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What to Avoid when Integrating #

Because this is a live, two-way integration with QuickBooks, avoid having people working on the same account at the same time in MediaOS and QuickBooks. Otherwise, QuickBooks will read that as an attempted attack and will shut that invoice down and lock down the integration for about 20 minutes. 

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After Integrating QuickBooks Online  #

Once you go through the initial connections process, it’s going to ask for some basic mapping materials. 

1. Click Products on the far left menu. 
2. Add each of your products by clicking + Product or if you already have created your products, select Manage then Edit to map your products to QBO. 
3. Tip: Every product needs to be mapped here and inside of QuickBooks. (See article here.) Basically, this is you telling QuickBooks that when this item comes over, this is the item we want to map it as.

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Common QuickBooks Online integration Settings #

Learn about Quickbooks Online integration settings. To find these settings, follow the steps below:

1. Click on your account at the bottom of the far left menu. 
2. Click System Settings.
3. Click General settings. 
4. In the search bar, type “QuickBooks.”
   • Assign Invoice ID as QBO (QuickBooks Online) doc number — This pulls in MediaOS invoice numbers into QuickBooks online so you’ll have the actual MediaOS invoice number in the doc number.
   • Manual Push Disabled Two Way Sync — This turns off that two-way sync and makes it so that you have to manually send over invoices to QuickBooks Online. Turning this off is not recommended unless you have extenuating circumstances. If you think that is the case, please reach out to our support team so we can help you further. 
   • Number Prefix — This sets a prefix before the invoice number. You don’t want your MediaOS invoice numbers and your QuickBooks Online invoice numbers to entirely match, or they will read as a duplicate and the invoices won’t sync. This feature places a prefix on the invoice number when it’s created in QuickBooks. Many customers use the prefix MediaOS or 00- to distinguish these as coming from MediaOS. Example: MediaOS-136.