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Connect to QuickBooks (Essentials)
Connect to QuickBooks (Essentials)

How to integrate your Fergus account with QuickBooks for sending and handling invoice payments in your accounting package.

Ghie avatar
Written by Ghie
Updated over a week ago


Connecting Fergus to QuickBooks allows you to streamline your purchases and sales for seamless accounting.

This article will walk you through:

1. Integration Benefits

With this QuickBooks integration, you can allocate payments received in QuickBooks directly to invoices created in Fergus.

When a sales invoice is created in Fergus, it's automatically sent through to QuickBooks and as a full invoice with the same line items. If you then assign a payment or credit to the invoice in QuickBooks, this will sync back into Fergus automatically.

You can also import your QuickBooks customers into Fergus.

Please note our QuickBooks integration is currently unable to import your supplier contact list or supplier invoices/credits to Fergus.

2. Connecting Fergus to QuickBooks

Assuming you already have a QuickBooks account, follow the steps below to connect Fergus to your QuickBooks account.

  1. Login to your master-admin Fergus account

  2. Click on your Profile Icon on the top-right corner of the screen

  3. Select Settings from the drop down

  4. Open the Integration Centre on the left

  5. Open the QuickBooks integration option

  6. Select the Connect to QuickBooks option

  7. You'll be prompted to enter your QuickBooks account details and confirm connecting it up with Fergus

  8. Finally, you'll be redirected back to the QuickBooks Settings page in the Fergus Integration Centre.

3. Importing QuickBooks Customer List to Fergus

Fergus can pull your QuickBooks customer list through to Fergus to then be used when creating future Fergus jobs. This is done from either the QuickBooks Settings page or your Customers page.

Importing Customers via the QuickBooks Settings page

  1. Open your QuickBooks Settings (Fergus Settings > Integration Centre > QuickBooks)

  2. Click the context-menu dropdown () in the top-right corner

  3. Select Import Customers from QuickBooks

  4. Follow the onscreen prompts

Importing Customers via the Customers page

  1. Open your Customers page, located in the navigation bar at the top of every Fergus page

  2. Click the context-menu dropdown () in the top-right corner

  3. Select Import from QuickBooks

  4. Follow the onscreen prompts

4. Set up Tax Code Mappings

The tax codes you map to in QuickBooks must have the same tax rate you've set up in Fergus.

If you're unsure about what to enter into these fields, have a chat with your accountant or business consultant.

To set up new Tax rates or edit existing Tax rates, navigate to your QuickBooks Settings (Fergus Settings > Integration Centre > QuickBooks) and view the Tax Types section.

From there, either press the Add New Tax Type button to add a new tax type or press Edit on any of the existing tax types to adjust them.

5. Set up Sales Account Codes

To configure your sales account codes, navigate to your QuickBooks Settings (Fergus Settings > Integration Centre > QuickBooks) and view the Sales Account Codes section.

By default, there will be two sales account codes: Material Sales and Labour Sales.

You can add new codes by pressing the Add New Account Code button and edit existing codes by pressing the context-menu () on each line.

6. Syncing Customer Invoices to QuickBooks

Each invoice in Fergus will automatically be sent to QuickBooks once it's approved.

You can confirm whether an invoice has been sent to QuickBooks in the Customer Invoice Report. Invoices successfully received by QuickBooks will have a green cloud icon on the right while invoices that failed will have a red cloud icon.

You may like to send an invoice to QuickBooks manually if the invoice was approved before your QuickBooks integration was set up or if it has a red cloud icon in the Customer Invoice Report.

To manually send an approved invoice to QuickBooks:

  1. Open the invoice you want to send to QuickBooks

  2. Open the invoice menu () beside the green "Approved" status indicator on the top-right of the invoice

  3. Select Resend to QuickBooks.

Note: Invoices can only be linked to one accounting package. i.e. if you've already sent an invoice to another accounting package such as Xero, you won't be able to send it to QuickBooks.

7. Checking for Payments Synced back from QuickBooks

To see if an invoice in Fergus has been marked as paid due to a payment being assigned to it in QuickBooks, open up the invoice and view the Payments button.

In the pop-up window that appears, each payment will be listed. Any payments that come from QuickBooks will have a green QuickBooks logo next to it.

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