QuickBooks Online Accountant Integration

Keep your two systems in sync using the QuickBooks Online Accountant Integration.

Erin Jamison avatar
Written by Erin Jamison
Updated over a week ago

By integrating QuickBooks Online Accountant with Karbon, you can keep any records updated in each system with a simple sync.

This guide will walk you through the steps to connect your integration to Karbon and keep your data updated.


Connecting to QuickBooks Online Accountant

Link the integration and Karbon together by logging into your QuickBooks Online Accountant account. Next, in Karbon, navigate to your 'Settings' > click 'Connected Apps' and select 'Connect' next to QuickBooks Online Accountant.

You will then be able to connect to your account by logging in.

Once connected, Karbon will allow you to sync contacts and manage your contact sync settings.

Sync your contacts

Once you're connected to your account, click 'Sync Now' found under the QuickBooks Online Accountant section of the Connected Apps to sync your contacts FROM the integrated app to Karbon.

This will then match your contacts and allow you to see all the contacts that were automatically synced as well as the contacts that are showing as duplicates for you to resolve.

For contacts that get mapped, the following information will be imported to either Karbon or QuickBooks Online Accountant:

  • Name

  • Email

  • Phone number(s)

  • Physical address

  • Mailing address

A client is matched using the following rules:

  • If there is a name and email match exactly the contact will get automatically matched.

  • If both the name and email don't match then Karbon will create a new contact.

  • If there's a partial match (i.e. email matches, the name doesn't / name matches, email doesn't) then Karbon will show the contact in the duplicates resolution screen - allowing you to pick the right match or create a new contact.

Note: Clicking 'Sync Now' will not sync your Karbon contacts TO the integrated app. This is to ensure the integrated app does not get flooded with new or duplicate contact records. See below on how to push existing and new contact records to the integrated app.

Viewing mapped contacts

To view contacts that were already mapped, click on 'View Client List' and you will be presented with the contacts that are in QuickBooks Online Accountant that has been connected in Karbon.

Here you can view the contacts that have been mapped. If you feel that the mapping is incorrect, you can remove the match by clicking the options menu (...) to the right of the match and clicking 'Remove Match'.

Identifying duplicates

If duplicates have been identified after syncing it's likely that the contacts share the same associated email address but the name is differs from one another. You can reconcile this by selecting the potential match given or you can create a new contact in Karbon to connect the QuickBooks Online Accountant contact

To do this, click on 'Resolve Duplicates' and you'll be taken to a page that shows you which contacts came up as duplicates. You can confirm the match that was prompted by Karbon or you can create a new contact if it's not correct.

Updating contacts

If the following updates are made to connected Clients in QuickBooks Online Accountant or Karbon, it will be updated to the subsequent system:

  • Name change

  • Email change / addition

  • Phone number(s) change / addition

  • Physical address change / addition

  • Mailing address change / addition

If the change isn't occurring quickly, you can manually update your contacts by going to Karbon Settings > clicking on Connected Apps > Mange your QuickBooks Online Accountant and click Sync Now.

Managing contact sync settings

With the integration, you are able to control what contacts get synced from either Karbon to the integrated app or vice versa using the Contact Sync Settings.

The top section in the settings area will let you specify the Contact Type assigned to any new contact from the integrated app to Karbon. The default is "Client" but you may decide to create a new Contact Type and have your synced contacts obtain that Contact Type to easily identify and filter those throughout Karbon (e.g. "Client - QuickBooks").

The second section allows you to specify which contacts based on their assigned Contact Type in Karbon will be pushed to the integrated app. Only contacts with this Contact Type will be synced. Once the first sync is completed, any new contact with a selected Contact Type will be created in the integrated app and will be updated going forward if a change to the contact is made (e.g. name, email, phone and/or address change).

Tip: How to push contacts from Karbon to QuickBooks Online Accountant

As noted above, when clicking 'Sync Now' , Karbon will not create new clients in the integrated app on the initial sync. However, it will create a new contact from this point forward if the following criteria is met:

  • New Contact: Upon creating a new contact, the Contact Type matches the selected Contact Type(s) identified in the QuickBooks Online Accountant Contact Sync Settings.

  • Existing Contact: A change to the contact is made (e.g. contact type, name, email, phone and/or address change) AND the Contact Type of the existing contact matches the selected Contact Type(s) identified in the QuickBooks Online Accountant Contact Sync Settings.

So, if you want to push / match a select set of contacts from Karbon to the integrated app, we recommend that you create a new Contact Type (e.g. "Client - QuickBooks") and then update the contacts you want to sync to the integrated app to have the new Contact Type specified. This will be identified as a change to the contact and, since the contact matches the Contact Type in the QuickBooks Online Accountant Contact Sync Settings, it will sync those contacts between Karbon and the integrated app.

Looking to update Contact Types in bulk for contacts? Use the export/import bulk contact update file from the Contact Export/Import icon.

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