Here you can find all steps to setup the connection between Rydoo and Quickbooks, how to choose the right connection settings and to export the data from Rydoo towards Quickbooks.

                                   
                                       << Setting up the connection >>

 Click on 'Integrations', under ‘Admin' in the navigation bar on the left hand side.

Choose ‘Quickbooks’ and click on the blue 'Connect'-button:

Fill in your Quickbooks login details, click on 'connect’: 

                                            << Choose your settings >>

Choose the branch from Rydoo (your company) that you would like to connect with Quickbooks.

In Rydoo, you can create different corporate entities in your account through the

creation of ‘Branches’. They are entities with different VAT numbers and therefore have

independent accounting reports. Thus for purposes regarding Rydoo, operate

independently.

Since it is also possible to connect with your accounting partner on a branch level, you can export to different Quickbooks accounts or to the same account.  

Two different ways to establish a connection:

1/ ‘Back to overview‘’ => this allows you to link branches to a different Quickbooks account.

2/ ‘Add new setting’ => this allows you to link the different branches to the same

    Quickbooks account.

 In order to keep a clear overview of the connections made, you can edit the name from

‘default setting’ to the ‘branch name’ by clicking on the edit button: 

Choose if you would like your Quickbooks Classes, Product Services and/or Customers to be imported in Xpenditure so you can assign expenses to them. (see section what we import / export) 

Choose your export settings and click on ‘save’ and ‘synchronize’. To decide which

export settings to use, see section:  How Expenses are Exported Towards Quickbooks.

If the synchronisation between both accounts was successful, the following will appear: 

If the synchronisation between both accounts was unsuccessful, the following will appear: 

In this case, if you have selected any of the import options, make sure that you have created them in Quickbooks as well, if not the synchronisation will fail. 

  

                                  

                                       << What we import / export >>

Chart of Accounts: 

The chart of accounts are automatically imported for you and will be visible under ‘categories’ in Xpenditure.  

As an advise, if you do not want to use all categories, make sure to disable them rather than deleting them, if not they will reappear when you synchronize.

In Quickbooks:

The categories that we import are of type: ‘Expenses’ and ‘Cost of Sales’ 

  

All other types will not be imported: ‘Income’, ‘other income’, ‘owner’s equity’, ‘non-current liabilities’, ‘current liabilities’, ‘current assets’, ‘non-current assets’, ‘fixed assets’ and ‘cash and cash equivalents’. 

If some categories did not get imported, please check the category type in Quickbooks:

Customers: 

Customers can be seen as clients, customers, etc.. your customers will appear in the 'Custom Fields' of Xpenditure and will be available in the Mobile Application as well.

Customers in Quickbooks are added via ‘Sales / Customers’: 

If a customer does not get imported, make sure that the customer is active: 

Classes: 

You can compare classes to a second chart of accounts, allowing you to categorise transactions other than your chart of accounts. 

As an example, you can use it to track programs, track locations, etc… 

Classes in Quickbooks are added via the general settings / all lists / classes:

Products & Services: 

Products & Services allows you to add extra details when billing your client in Quickbooks for example. They will appear in the 'Project’ tab of Xpenditure and will be available in the Mobile Application as well.

‘Products & Services’ in Quickbooks are added via the general settings / products and services. 

Note: make sure that the following option: sales information: I sell this product/service to my customers’ has been checked, if not the export will fail. 

The Chart of accounts (categories), Customers, Classes and Product & Services will appear as a ‘drop down’ menu for the users to select from when adding an expense: 

VAT rates: we import all the tax rates that you have set up in Quickbooks. Make sure to disable the VAT Rates that cannot be used for expenses. 

If you add any additional custom VAT rate in Quickbooks, make sure to select the following option: 

Bank Accounts: 

Rydoo allows you to add a personal or a company card. A personal card is added in your personal settings. A company card is added as an administrator in the company settings. Reimbursable expenses are those paid with 'cash' or a ‘personal’ credit card. 

It is important that each added payment method is linked to a bank account we imported from Quickbooks. 

  1. Go to your admin settings / users
  2. Click on a user profile
  3. Scroll down until you see payment methods 

Bank accounts in Quickbooks are created via the chart of accounts

                    

                  << How Expenses are Exported Towards Quickbooks >>

Both expenses and invoices can be exported as ‘Expenses’ or ‘Bills’: 

Personal/reimbursable expenses can be exported as follows towards Quickbooks:

Create a supplier invoice with the Rydoo user as a supplier: reimbursable expenses get exported as a supplier invoice with the Rydoo user as the supplier, so it becomes a liability account that needs to be settled to the user for reimbursement. 

The merchant will be visible in the ‘description’ field and the receipt image will appear as an attachment. 

Exported as ‘Expenses

Exported as ‘Bills’

We will automatically create a supplier (if not existing) for the Rydoo user in Quickbooks Online and place all the personal reimbursable expenses under that supplier.

Create an expense with the merchant: reimbursable expenses will get exported with the merchant of the receipt:

Exported as ‘Expenses:

Exported as ‘Bills’:

All company expenses can be exported as follows towards Quickbooks:

Create a supplier of the merchant on the receipt: company card expenses linked to a bank account will be exported to ‘transactions’ in Quickbooks online as a bill / expense. In addition, the merchant on the receipt will be used as a supplier in Quickbooks Online.

Exported as ‘Expenses:

Card Account History 

Exported as ‘Bills’:

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