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Getting started with QuickBooks

Check your QuickBooks Online user permissions and connect, then once the first import has run and your P&L and balance sheet are configured, add your CRM, budgets, and revenue recognition on top.

1. Check your QuickBooks Online permissions

  1. Check that you have Admin access in QuickBooks Online. You need it to authorize the connection. See What level of QuickBooks do I need to import data?.

2. Connect QuickBooks Online

  1. Sign in to ScaleXP and go to Load Data > Connections. Check that the ScaleXP company shown at the top right is the one you want to connect.
  2. Click + Add a Connection, select QuickBooks Online, and sign in to QuickBooks Online when prompted.
  3. Select the QuickBooks Online company that matches the ScaleXP company, then set the Start Date for your actuals (we recommend the start of your fiscal year, one to two years back).

For a step-by-step walkthrough, see How to connect a new organization (single entity). If you are setting up a group with several entities, see How to connect a new organization (consolidated).

3. Let the first import run

  1. Wait for the first import. ScaleXP imports your chart of accounts, trial balances, invoices, bills, contacts, and classes and locations from QuickBooks Online, then refreshes automatically every day.
  2. To sync again at any time, trigger a manual sync from Load Data > Connections.

See Data sync for invoices and bills for exactly what is imported and How often is data imported? When is data synced? for sync timing and how to change the import period.

Sub-customers, jobs and Projects keep their QuickBooks parent and are shown with their full name, for example Acme:London:Rollout.

4. Configure your P&L and balance sheet

Every QuickBooks Online account is mapped to a financial category automatically.

  1. Review the mapping.
  2. Move any accounts that landed in the wrong place.
  3. Set up the groups and subgroups you want to report on.

See How to configure your P&L and balance sheet in ScaleXP (single company) and Accounts to move when setting up a new company.

To report by classes and locations, see How to report on Xero tracking codes or QuickBooks classes in ScaleXP.

5. Complete your setup

  1. With your accounting data in place, finish the basics in Basic setup: Settings to configure when getting started.
  2. Build out from there: