QuickBooks Online - Uku Integration
TL;DR: Connect QuickBooks Online to Uku to import clients, products, and tax rates, manage workflows, track time, and export invoices back to QuickBooks. Set up the connection in Settings and Apps, then import your data with a few clicks.
Who can do this
Users with admin or manager permissions in Uku
An active QuickBooks Online account with login credentials
Overview
If you use QuickBooks for accounting, integrating Uku into your workflow takes just a few clicks. Use the QuickBooks integration to handle accounting in QuickBooks and workflows in Uku.
After connecting Uku to QuickBooks, you will be able to:
Import your clients, products, and tax rates from QuickBooks to Uku.
Use Uku features including:
Workflow and task management
Time tracking
Reports
Monitoring
Billing
Generate invoices in Uku based on completed work and export them to QuickBooks.
Setting up the connection
Open Settings and Apps from the main menu.
Open the QuickBooks integration.
Click Activate.
If you have not activated the Billing app yet, you will be asked to do so now. It is strongly recommended because Uku will then import not only clients but also the classificators and products needed for billing, and configure everything for invoice creation.
Open the Import tab.
Click Connect to QuickBooks. This opens the QuickBooks login page. Log in with your QuickBooks credentials.
If you have several organizations, choose the one you invoice your customers from.
After Uku receives access to QuickBooks, it fetches your clients and presents you with a list. Select which clients you want to import, then click Confirm.
After a successful import, a pop-up displays the import summary. Click View clients to see the results of the last import.
Products, services, and their tax rates are available in Settings and Apps, under the Billing app, Product tab.
Updating data
Client sync between Uku and QuickBooks is one-way only: from QuickBooks to Uku.
If you have added new clients in QuickBooks or updated existing ones, you can update your client base in Uku:
Open the QuickBooks app and go to the Import tab.
Click Start import.
Uku fetches your clients from QuickBooks and presents a list of new and existing clients. Select which clients to add or update, then click Confirm.
After a successful import, a pop-up displays the import summary. Click View clients to see the results.
Sending invoices to QuickBooks
In Uku, you can set up automated billing (Read how to set up automated billing) or create single invoices manually.
Configure the export destination
Navigate to Settings and Apps.
Open the Billing app.
On the Setup tab, choose QuickBooks as your accounting service.
Export invoices
Navigate to the Billing menu and open the All Invoices tab.
Select the invoices you want to send.
Click Export to send them to QuickBooks.
Automatic invoice status updates
You can configure Uku to check your invoices daily and update their status automatically. Uku monitors exported invoices and flags them as paid in Uku when they are marked as paid in QuickBooks. If an invoice is only partially paid, Uku shows it as unpaid.
You can also manually update invoice statuses based on QuickBooks data by selecting the invoices you want to update.
Troubleshooting
QuickBooks login page does not open: Check that pop-ups are not blocked in your browser. The QuickBooks authorization page opens in a new window or tab.
Clients not appearing after import: Ensure you clicked Confirm on the import list. Also check that the Last import filter is not hiding previously imported clients -- remove filters to see the full client list.
Invoices not exporting to QuickBooks: Verify that QuickBooks is selected as the accounting service on the Billing app Setup tab. Also confirm that the QuickBooks connection is still active in the Import tab.
Invoice status not updating in Uku: Ensure the daily status check is enabled. Partially paid invoices will show as unpaid until the full amount is received in QuickBooks.