> For the complete documentation index, see [llms.txt](https://docs.rishvi.co.uk/linnworks/llms.txt). > Use it to discover all available pages before exploring further. # HYPER LINNWORKS QUICKBOOK CONNECTOR ## EXTENDED USER MANUAL ## Overview This document explains the configuration and usage of the HYPER LINNWORKS QUICKBOOK CONNECTOR within Rishvi. The connector enables synchronization between Rishvi and Quickbooks Online for accounting data such as journals, orders, customers, and products. ## Navigation Path Hyper Linnworks Quickbook Connector → Companies → My Company → Quickbooks ## Action Buttons ### Authenticate 1. Initiates OAuth 2.0 authentication with Quickbook Online. 2. Redirects the user to Quickbooks login and authorization screen. ### Refresh Token 1. Refreshes the access token once it expires. 2. Uses the stored refresh token to generate a new access token. ## Configuration Tabs ### Credentials Stores OAuth and accounting-related configuration details. ## Credentials Section ### OAuth Credentials #### Client ID Client ID generated from Quickbooks Developer Portal. #### Client Secret Client Secret generated from Quickbooks Developer Portal. #### Redirect URL Callback URL registered in the Quickbooks app. Example: [https://your-domain.com/quickbook/callback](https://your-domain.com/quickbook/callback) #### Skip the following emails Email addresses that should be excluded during synchronization. ## Quickbook API Endpoints (Read-only) ### Authorization URL [https://appcenter.intuit.com/connect/oauth2](https://appcenter.intuit.com/connect/oauth2) ### Authorization Token URL [https://oauth.platform.intuit.com/oauth2/v1/tokens/bearer](https://oauth.platform.intuit.com/oauth2/v1/tokens/bearer) ### API URL [https://sandbox-quickbooks.api.intuit.com/v3/company/](https://sandbox-quickbooks.api.intuit.com/v3/company/) These URLs are predefined and should not be modified. ## Authentication Flow 1. Enter Client ID and Client Secret. 2. Click Authenticate. 3. Log in to Quickbooks and grant permissions. 4. Rishvi retrieves Access Token. 5. Quickbooks company details are populated automatically. ## Importing Data from Quickbook – Overview The Import functionality allows users to bring accounting, transactions,contacts data from Quickbooks into Rishvi This ensures consistency between both systems and avoids manual data entry. ## Supported Imports from Quickbook The connector supports importing the following data: - Accounts (Chart of Accounts) - Taxes - Customers - Vendors ## Import Flow 1. User authenticates with Quickbooks. 2. QBO company is selected. 3. User triggers import from the Import tab. 4. Data is fetched from Quickbook APIs. 5. Records are created or updated in Rishvi. 6. Logs are generated for success or failure. ## Accounting Operations The Accounting Operations dashboard provides quick access to key data import and configuration actions between Quickbooks and Rishvi. This screen is designed to simplify synchronization tasks and reduce manual effort. ## Components ### 1. Import Accounts This section allows users to import the Chart of Accounts from Quickbooks into Rishvi. #### Import Accounts Fetches account records from Quickbooks Online. #### Import Accounts Button Initiates the import process. #### Behaviour: - Creates new accounts if they do not exist. - Updates existing accounts if already mapped. - Helps maintain consistency in financial reporting. ### 2. Import Taxes This section is used to synchronize tax configurations from Quickbooks. #### Import Taxes from Quickbooks Retrieves all tax rates configured in the connected Quickbooks organization. #### Import Taxes Button Starts the tax import process. #### Behaviour: - Imports tax names, rates, and types. - Ensures correct tax application on invoices and bills. ### 3.Import Customers This section allows users to import customer records from QuickBooks into Rishvi. #### Import Customers Button Initiates the customer import process. #### Behaviour: - Creates new customer records if they do not exist. - Updates existing customers if already mapped. - Imports customer details such as name, email, phone number, and billing information. - Helps maintain accurate customer data synchronization between QuickBooks and Rishvi. ### 4.Import Vendors This section allows users to import vendor records from QuickBooks into Rishvi. #### Import Vendors Button Initiates the Vendors import process. #### Behaviour: - Creates new vendors records if they do not exist. - Updates existing vendors if already mapped. - Imports vendors details such as name, email, phone number, and billing information. - Helps maintain accurate vendor data synchronization between QuickBooks and Rishvi. ## NOTE: ## Customer Accounts This section allows users to configure the default customer accounts required for QuickBooks synchronization. Proper account configuration ensures customer transactions are imported and processed correctly. ### Account Receivable Used to track customer invoices and pending payments imported from QuickBooks. ### Account Payable Used to manage payable balances and related accounting transactions. ### Important Note Before importing customers ,vendors,customer-related transactions from QuickBooks, ensure that the required customer accounts are properly configured. Missing account mappings may cause synchronization errors. ### Behaviour - Validates customer account configuration before import. - Uses configured accounts during customer synchronization. - Helps maintain accurate financial and customer accounting records between QuickBooks and Rishvi. ## 5. Map Taxes Automatically This section helps in aligning taxes between Rishvi and Quickbooks. ### Map Rishvi Taxes with Quickbooks Taxes Automatically matches taxes based on tax amount. ### Map the Taxes Button Executes the automatic mapping process. Reduces manual tax mapping effort. ## 5. Enable Automation Located at the top-right of the screen. ### Enable Automation Button Activates automated synchronization processes for each Source for which cron job is enabled ### Purpose: Allows scheduled jobs (cron) to run exporting of Invoices automatically. These Cron jobs are automated background tasks in Rishvi. When enabled, they run at scheduled intervals (daily, weekly, or monthly) with respective to the source These jobs automatically: 1. Fetch eligible invoices from Rishvi 2. Send them to Quickbooks 3. Update synchronization status 4. Keeps Rishvi and Quickbooks data in sync without manual intervention. ## Available Sync Options ### 1. Daily Sync #### Auto Sync Invoices to Quickbooks on Daily Basis Enables automatic invoice synchronization every day. #### Next Cron Job Execution Time Displays the next scheduled run date and time. #### Sync Now Allows manual triggering of the sync process without waiting for the scheduled time. ### 2. Weekly Sync #### Auto Sync Invoices to Quickbook on Weekly Basis Enables invoice synchronization once every week. #### Next Cron Job Execution Time Shows when the next weekly sync will occur. #### Sync Now Manually triggers the sync immediately. ### 3. Monthly Sync #### Auto Sync Invoices to Quickboks on Monthly Basis Enables invoice synchronization once every month. #### Next Cron Job Execution Time Displays the next scheduled monthly execution. #### Sync Now Allows immediate manual synchronization. ## Cron Job Configuration Requirements ### Overview Before enabling Cron Jobs, certain configurations must be completed. If these are not properly set, automation may fail or behave incorrectly. ## Mandatory Settings Before Enabling Cron ### 1. Activate Cron Jobs All required scheduled actions must be in Active state. ### 2. Default Customer Configuration A Default Customer must be configured. ## Invoice Export from Rishvi to Quickbook ### Overview The Invoice Export feature allows invoices created in Rishvi to be synchronized with Quickbooks. This ensures that all financial transactions are accurately reflected in Quickbooks without manual entry. ## Pre-Requisites Before Exporting Invoices Before exporting invoices, the following configurations must be completed. Failure to configure these may result in export errors or incomplete data in Quickbooks. ### 1. Account Mapping for Product Categories #### Description Each product category in Rishvi must be configured with respective income.account. #### Purpose - Ensures correct ledger posting in Quickbook - Prevents missing account errors during export #### Behaviour - If account mapping exists → Invoice exports successfully - If missing → Export will fail ### 2. Tax Mapping #### Description Taxes in Rishvi must be mapped with Quickbook tax rates. #### Purpose - Ensures accurate tax calculation in Quickbooks - Maintains consistency between systems #### Behaviour - Mapped taxes → Applied correctly in Quickbooks - Unmapped taxes → May cause export failure or incorrect tax values ### 3. Invoice Merge Cron (Pre-Processing Step) #### Description Before exporting invoices, a scheduled cron job runs to merge invoices. #### Purpose - Combines multiple invoices into a single invoice (based on the Source) - Reduces duplication in Quickbook - Improves clarity in financial records ## How Invoice Merge Works - Identifies invoices eligible for merging - Groups invoices based on source - Merges them into a consolidated invoice - Marks original invoices accordingly Once all the above configurations and pre-processing steps are completed, the system proceeds with the invoice export. After successful export, the invoice will be assigned a QBO Invoice ID, which is stored in Rishvi for future reference and synchronization. ## Logs & Monitoring ### Overview The system provides dedicated logging mechanisms to track all synchronization activities such as invoice merging and exporting. This helps users monitor operations, identify issues, and ensure data accuracy between Rishvi and Quickbooks. ## Log Menus Two separate log menus are available for better visibility: ### 1. Spend/Receive Logs #### Description The Success Logs menu records all successfully completed transactions. #### Includes - Invoice Merge Success - Invoice Export Success - Any completed synchronization process - Accounts Import Success - Taxes Import Success - Customers Import Success - Vendors Import Success #### Purpose - Confirms that operations were executed successfully - Helps in tracking completed transactions #### Example Invoice merged successfully Invoice exported to Quickbook Succesffully ### 2. Quickbook Logs(Errors) #### Description The Quickbook Logs (Error) menu captures all failed or problematic transactions. #### Includes - Invoice merge failures - Export errors - API failures - Configuration issues #### Purpose - Helps identify the root cause of issues - Allows users to take corrective actions - Prevents data inconsistencies ## Error Details Captured Each error log contains: - Transaction Type (Merge / Export) - Record Reference (Invoice Number) - Error Message - Date & Time ## Product Export to Quickbooks The Product Export feature ensures that all items used in Rishvi are also available in Quickbooks . This is essential for maintaining consistency in invoicing, inventory tracking, and accounting. ## Purpose Product export allows synchronization of product data from Rishvi to Quickbooks so that: - Products used in invoices exist in Quickbooks - Inventory-enabled items are properly tracked - Correct accounts are applied during transactions ## Prerequisites Before exporting products, the following configurations must be completed: ### Product Category Account Mapping Each product category must be linked to a corresponding Income , Expense Accounts Ensures correct revenue and expense tracking ## Key Behaviour ### New Products Created in Quickbooks if not already available ### Existing Products Updated if already linked with Quickbooks ### Duplicate Prevention Matching is done using SKU (Internal Reference) ## Exporting a Single Sales Order to Quickbooks This feature allows users to export an individual Sales Order from Rishvi to Quickbooks. It is useful when testing configurations or handling specific orders manually. ### Navigation Path Sales → Orders → Open a Sales Order → Export to QBO button If export is successful → Order is linked with QBO Sales Order ID ## Exporting Sales Orders in Bulk (Server Action) This feature allows exporting multiple Sales Orders at once using a Server Action. ### Purpose - Export multiple orders in one go - Save time and reduce manual effort - Ideal for daily operations ### Navigation Path Sales → Orders → Select Multiple Orders → Action → Export to QBO ## 🔄 Automatic Dependency Export (Customer & Products) While exporting Sales Orders to QBO, the system intelligently ensures that all dependent records are also available in Quickbooks. This means manual pre-export of customers and products is NOT required. ## Behaviour During Sales Order Export When a Sales Order is exported: ### 1. Customer Auto Export If the customer does not exist in Quickbooks: - A new contact is automatically created in Quickbooks - New customers from Rishvi are exported only if they have a Customer Rank assigned. If already exists: - Existing QBO Customer is used ### 2. Product Auto Export If products in the order are not available in QBO : - They are automatically created as Items QBO If already synced: - Existing QBO Item is used ## Execution Flow 1. User clicks Export to QBO (Single or Bulk) 2. System checks Customer: 3. Not found → Export Customer 4. System checks Products: 5. Not found → Export Products 6. Sales Order is then exported 7. QBO IDs are stored for all records ## Exporting Contacts to QuickBooks In addition to automatic customer creation during Sales Order export, the system also provides a dedicated option to export Contacts (Customers/Vendors) to QuickBooks independently. After a successful export to QuickBooks, the QuickBooks Contact ID is stored in the customer record for future synchronization. ## Contact Export Rules - Contacts will be exported only if they have either a Customer Rank or Vendor Rank assigned in Rishvi. - Contacts without both Customer Rank and Vendor Rank will not be exported to QuickBooks. - If the contact already exists in QuickBooks, the existing QuickBooks contact is linked and reused. - If the contact does not exist, a new contact is created in QuickBooks automatically. ## Purpose - Export customers/vendors in advance before transactions - Maintain a clean and synchronized contact database - Avoid delays during Sales Order, Invoice, or Bill export - Ensure proper mapping between Rishvi and QuickBooks contacts ## Navigation Path Contacts → Customers → Select Contact(s) → Export to QuickBooks ## Export Options ### 1. Single Contact Export 1. Open a customer record 2. Click Export to QBO 3. Exports only that specific contact ### 2. Bulk Contact Export 1. Select multiple customers from list view 2. Use Action → Export to QBO 3. Exports all selected contacts ## Export Behaviour - If contact does not exist in QBO→ New Contact is created - If already exists → Existing contact is linked/updated Matching is typically based on: 1. Email 2. Name 3. QBO ID (if already synced) ## Exporting Purchase Orders to QBO The Purchase Order Export feature allows users to synchronize Purchase Orders from Rishvi to QBO. This ensures that procurement data is accurately reflected in QBO for financial tracking and vendor management. ## Purpose - Sync Purchase Orders with QBO - Maintain consistency in procurement and accounting - Enable better tracking of supplier transactions ## Prerequisites Before exporting Purchase Orders, ensure the following configurations are completed: ### 1. Vendor Mapping Vendors must exist in QBO or be auto-created during export ### 2. Product Synchronization Products used in Purchase Orders must be available in QBO If not, they will be automatically exported ### 3. Account Mapping Product categories Accounts must be mapped to QBO accounts ### 4. Tax Mapping Purchase taxes must be mapped with QBO taxes ## Navigation Path Purchase → Orders → Open Purchase Order → Export to QBO ## Export Options ### 1. Single Purchase Order Export 1. Open a Purchase Order 2. Click Export to QBO 3. Exports that specific record ### 2. Bulk Export (Server Action) 1. Select multiple Purchase Orders 2. Action → Export to QBO 3. Processes all selected orders ## Exporting Vendor Bills to QBO The Vendor Bill Export feature allows users to synchronize supplier invoices (bills) from Rishvi to QBO. This ensures that all payable transactions are accurately recorded in QBO for accounting and payment processing. ## Purpose - Sync Vendor Bills with Quickbooks - Maintain accurate Accounts Payable records - Enable payment tracking and reconciliation in Quickbooks ## Reporting The Reporting section in the Hyper Linnworks Quickbooks Connector provides access to various financial and analytical reports. These reports help users monitor business performance, analyze financial data, and ensure accurate accounting. ## Navigation Path Hyper Linnworks Quickbooks Connector → Reporting ## Report Categories The reports are grouped into different categories for easy access: ### 1. Generic Statements These are standard financial statements used for overall business analysis. #### Balance Sheet Shows the financial position of the company (Assets, Liabilities, Equity) #### Profit and Loss Displays income and expenses over a period #### Cash Flow Statement Tracks cash inflow and outflow ### 2. Daily Reports Used for day-to-day financial tracking. #### Bank Book Shows all bank transactions #### Cash Book Tracks cash transactions #### Day Book Displays daily journal entries #### Aged Partner Balance Shows outstanding receivables and payables by age ### 3. Audit Reports Useful for accounting verification and auditing. #### General Ledger Detailed record of all transactions #### Trial Balance Summary of all ledger balances #### Tax Report Displays tax-related transactions #### Journal Audit Tracks journal entries for auditing purposes ### 4. Partner Reports Focuses on customer and vendor data. #### Partner Ledger Shows transactions related to specific customers or vendors ### 5. Management Reports Used for business insights and decision-making. #### Invoice Analysis Provides insights into invoice data #### Analytic Report Displays analytical accounting data ## Purpose - Provides real-time financial insights - Helps in auditing and compliance - Supports decision-making with detailed reports - Ensures transparency in accounting data ## Mandatory Configuration Rules Before performing any synchronization (Export) between Rishvi and Quickbooks the following configurations must be completed to ensure smooth operation and avoid errors. ### 1. Product Category Configuration - Every product must belong to a Product Category - Product categories must have mapped Accounts ### 2. Product Configuration Each product must have: 1. Product Category 2. Valid SKU (recommended) ### 3. Tax Mapping (Mandatory) Taxes in Rishvi must be mapped with QBO Taxes ### 4. Default Customer (Required for Cron Jobs) A Default Customer must be configured ### 5. Cron Job Configuration - Required cron jobs must be in Active state - Automation must be enabled ### 6. Account Mapping (General Rule) All required accounts must be configured: 1. Income Account 2. Expense Account ### 7.Account Mapping (Rishvi ↔ QBO) – Mandatory All Rishvi accounts must be mapped with corresponding QBO accounts ## Conclusion The Hyper Linnworks Quickbook Connector enables seamless synchronization of accounting data between Rishvi and Quickbooks, including invoices, products, customers,vendors and financial records. It automates key processes like export, mapping, and reporting to reduce manual effort and errors. This ensures accurate, real-time financial data consistency across both systems.