Note: This article explains the initial set-up of your QuickBooks Online integration. If you'd like to add a second entity, follow these instructions instead.

Datarails Integration solution lets you consolidate all your data sources and seamlessly connect your external apps to the Datarails web app. For more information contact our integrations team here..

Datarails Fileboxes can be created to import data automatically from QuickBooks Online and then create reports (cash flows, P&L, trial balance, etc.).

• Schedule when data is imported into Datarails from QuickBooks Online
• Each time a sync is performed, the results are stored as an independent CSV file in the target Datarails Filebox, and can be used later in Datarails in the same way as any other Filebox.
  

What you need to get started:

• Full admin access to QuickBooks Online along with privileges to add apps to QuickBooks Online.
• Your Company ID 
obtained from the Accounts and Settings > Billing & Subscriptions section of your QuickBooks Online application.
• Admin access to Datarails to set up the integration between QuickBooks Online and Datarails. Integrations can be shared with non-admin users afterwards. 

Step 1: Connect Datarails to QuickBooks Online

1. In Datarails, go to Admin > Data Sources (#1 below), and click, Add New Data Source (#2 below).

2. In the Edit Data Source dialog, enter the following:
   • Organization (#1): Choose your organization
   • Sync User (#2): Choose sync@yourcompany.com
   • Type (#3): Select QuickBooks Online
   • Name (#4): Enter a logical name for this integration, (e.g. QuickBooks Online integration)
   • Entity ID (#5): Enter your QuickBooks Online Company ID. If you don't know it, access it from Accounts and Settings > Billing & Subscriptions section of your QuickBooks Online application.

3. Click Save (#6).
4. Click Connect (#7) a webpage will open to connect to the QuickBooks app-store page.
5. Login to QuickBooks and grant permission to Datarails by clicking, Next.

6. When the Authentication process has completed, click Test to test the connection
   • An OK in the Test results field indicates the connection was successful.
   • The Authentication section will now say "Authenticated"

7. In the Data Sources dialog, go to the data source you added, and either Share, Edit, or Delete the data source.
   • When you share a data source, a pop-up window prompts you to enter the recipient's email address. 
   • Please share the data source with the support user you created for Datarails: support@yourcompanyname.com

Only users that are given permission to the data source can use it for querying and syncing data to Datarails Fileboxes.

Step 2: Query QuickBooks Online

1. Create a new Filebox.
   • Navigate to Workspace > Main via the panel on the left.
   • Click New + on the right and select New Filebox.
   • In Create a new Filebox, only the following are mandatory:
     • Name - Give the Filebox a name
     • Date Tag - Toggle on and choose month
   • Click Create & Close to be taken back to your workspace. 

2. Navigate to the Filebox you just created via Workspace and open the Settings tab.
3. Scroll down to the Data Connection section.
4. Select the relevant data connection from the Data Connection dropdown.
   • Only those connections shared with the users will appear in the dropdown.
5. In the Objects to Query click on the blank input and you will get all the reports that have permission from QuickBooks Online.
6. Once you choose the report, you can choose between Basic or Advanced.
   • Advanced offers additional filtering options such as Sorting / Adding columns
7. Depending on the Date tag you chose before (step 3), you will now see a drop down next to the sync now which will allow you to choose according to the period by which you want to sort.

8. Click Save and then Sync Now.

   • If the settings are accepted, in the top right of the screen you will see the message "Command Sync Now sent successfully," as shown below:
     

Step 3: Review and Verify the Synchronization

1. From the Versions tab, you can see the file that was imported. 
2. The verify the data is correct, click the 3 dots ​⋮ icon and select Preview Version.
3. Verify that the data is as expected. Here's an example.
   

Updated July 29, 2024 11:05