SalesHYPER LINNWORKS QUICKBOOK CONNECTOR

HYPER LINNWORKS QUICKBOOK CONNECTOR

EXTENDED USER MANUAL

Overview

This document explains the configuration and usage of the HYPER LINNWORKS QUICKBOOK CONNECTOR within Rishvi. The connector enables synchronization between Rishvi and Quickbooks Online for accounting data such as journals, orders, customers, and products.

Hyper Linnworks Quickbook Connector → Companies → My Company → Quickbooks

Action Buttons

Authenticate

  1. Initiates OAuth 2.0 authentication with Quickbook Online.
  2. Redirects the user to Quickbooks login and authorization screen.

Refresh Token

  1. Refreshes the access token once it expires.
  2. Uses the stored refresh token to generate a new access token.

Configuration Tabs

Credentials

Stores OAuth and accounting-related configuration details.

Credentials Section

OAuth Credentials

Client ID

Client ID generated from Quickbooks Developer Portal.

Client Secret

Client Secret generated from Quickbooks Developer Portal.

Redirect URL

Callback URL registered in the Quickbooks app.

Example: https://your-domain.com/quickbook/callback

Skip the following emails

Email addresses that should be excluded during synchronization.

Quickbook API Endpoints (Read-only)

Authorization URL

https://appcenter.intuit.com/connect/oauth2

Authorization Token URL

https://oauth.platform.intuit.com/oauth2/v1/tokens/bearer

API URL

https://sandbox-quickbooks.api.intuit.com/v3/company/

These URLs are predefined and should not be modified.

Authentication Flow

  1. Enter Client ID and Client Secret.
  2. Click Authenticate.
  3. Log in to Quickbooks and grant permissions.
  4. Rishvi retrieves Access Token.
  5. Quickbooks company details are populated automatically.

Importing Data from Quickbook – Overview

The Import functionality allows users to bring accounting, transactions,contacts data from Quickbooks into Rishvi This ensures consistency between both systems and avoids manual data entry.

Supported Imports from Quickbook

The connector supports importing the following data:

  • Accounts (Chart of Accounts)
  • Taxes
  • Customers
  • Vendors

Import Flow

  1. User authenticates with Quickbooks.
  2. QBO company is selected.
  3. User triggers import from the Import tab.
  4. Data is fetched from Quickbook APIs.
  5. Records are created or updated in Rishvi.
  6. Logs are generated for success or failure.

Accounting Operations

The Accounting Operations dashboard provides quick access to key data import and configuration actions between Quickbooks and Rishvi. This screen is designed to simplify synchronization tasks and reduce manual effort.

Components

1. Import Accounts

This section allows users to import the Chart of Accounts from Quickbooks into Rishvi.

Import Accounts

Fetches account records from Quickbooks Online.

Import Accounts Button

Initiates the import process.

Behaviour:

  • Creates new accounts if they do not exist.
  • Updates existing accounts if already mapped.
  • Helps maintain consistency in financial reporting.

2. Import Taxes

This section is used to synchronize tax configurations from Quickbooks.

Import Taxes from Quickbooks

Retrieves all tax rates configured in the connected Quickbooks organization.

Import Taxes Button

Starts the tax import process.

Behaviour:

  • Imports tax names, rates, and types.
  • Ensures correct tax application on invoices and bills.

3.Import Customers

This section allows users to import customer records from QuickBooks into Rishvi.

Import Customers Button

Initiates the customer import process.

Behaviour:

  • Creates new customer records if they do not exist.
  • Updates existing customers if already mapped.
  • Imports customer details such as name, email, phone number, and billing information.
  • Helps maintain accurate customer data synchronization between QuickBooks and Rishvi.

4.Import Vendors

This section allows users to import vendor records from QuickBooks into Rishvi.

Import Vendors Button

Initiates the Vendors import process.

Behaviour:

  • Creates new vendors records if they do not exist.
  • Updates existing vendors if already mapped.
  • Imports vendors details such as name, email, phone number, and billing information.
  • Helps maintain accurate vendor data synchronization between QuickBooks and Rishvi.

NOTE:

Customer Accounts

This section allows users to configure the default customer accounts required for QuickBooks synchronization. Proper account configuration ensures customer transactions are imported and processed correctly.

Account Receivable

Used to track customer invoices and pending payments imported from QuickBooks.

Account Payable

Used to manage payable balances and related accounting transactions.

Important Note

Before importing customers ,vendors,customer-related transactions from QuickBooks, ensure that the required customer accounts are properly configured. Missing account mappings may cause synchronization errors.

Behaviour

  • Validates customer account configuration before import.
  • Uses configured accounts during customer synchronization.
  • Helps maintain accurate financial and customer accounting records between QuickBooks and Rishvi.

5. Map Taxes Automatically

This section helps in aligning taxes between Rishvi and Quickbooks.

Map Rishvi Taxes with Quickbooks Taxes

Automatically matches taxes based on tax amount.

Map the Taxes Button

Executes the automatic mapping process.

Reduces manual tax mapping effort.

5. Enable Automation

Located at the top-right of the screen.

Enable Automation Button

Activates automated synchronization processes for each Source for which cron job is enabled

Purpose:

Allows scheduled jobs (cron) to run exporting of Invoices automatically.

These Cron jobs are automated background tasks in Rishvi.

When enabled, they run at scheduled intervals (daily, weekly, or monthly) with respective to the source

These jobs automatically:

  1. Fetch eligible invoices from Rishvi
  2. Send them to Quickbooks
  3. Update synchronization status
  4. Keeps Rishvi and Quickbooks data in sync without manual intervention.

Available Sync Options

1. Daily Sync

Auto Sync Invoices to Quickbooks on Daily Basis

Enables automatic invoice synchronization every day.

Next Cron Job Execution Time

Displays the next scheduled run date and time.

Sync Now

Allows manual triggering of the sync process without waiting for the scheduled time.

2. Weekly Sync

Auto Sync Invoices to Quickbook on Weekly Basis

Enables invoice synchronization once every week.

Next Cron Job Execution Time

Shows when the next weekly sync will occur.

Sync Now

Manually triggers the sync immediately.

3. Monthly Sync

Auto Sync Invoices to Quickboks on Monthly Basis

Enables invoice synchronization once every month.

Next Cron Job Execution Time

Displays the next scheduled monthly execution.

Sync Now

Allows immediate manual synchronization.

Cron Job Configuration Requirements

Overview

Before enabling Cron Jobs, certain configurations must be completed.

If these are not properly set, automation may fail or behave incorrectly.

Mandatory Settings Before Enabling Cron

1. Activate Cron Jobs

All required scheduled actions must be in Active state.

2. Default Customer Configuration

A Default Customer must be configured.

Invoice Export from Rishvi to Quickbook

Overview

The Invoice Export feature allows invoices created in Rishvi to be synchronized with Quickbooks.

This ensures that all financial transactions are accurately reflected in Quickbooks without manual entry.

Pre-Requisites Before Exporting Invoices

Before exporting invoices, the following configurations must be completed.

Failure to configure these may result in export errors or incomplete data in Quickbooks.

1. Account Mapping for Product Categories

Description

Each product category in Rishvi must be configured with respective income.account.

Purpose

  • Ensures correct ledger posting in Quickbook
  • Prevents missing account errors during export

Behaviour

  • If account mapping exists → Invoice exports successfully
  • If missing → Export will fail

2. Tax Mapping

Description

Taxes in Rishvi must be mapped with Quickbook tax rates.

Purpose

  • Ensures accurate tax calculation in Quickbooks
  • Maintains consistency between systems

Behaviour

  • Mapped taxes → Applied correctly in Quickbooks
  • Unmapped taxes → May cause export failure or incorrect tax values

3. Invoice Merge Cron (Pre-Processing Step)

Description

Before exporting invoices, a scheduled cron job runs to merge invoices.

Purpose

  • Combines multiple invoices into a single invoice (based on the Source)
  • Reduces duplication in Quickbook
  • Improves clarity in financial records

How Invoice Merge Works

  • Identifies invoices eligible for merging
  • Groups invoices based on source
  • Merges them into a consolidated invoice
  • Marks original invoices accordingly

Once all the above configurations and pre-processing steps are completed, the system proceeds with the invoice export.

After successful export, the invoice will be assigned a QBO Invoice ID, which is stored in Rishvi for future reference and synchronization.

Logs & Monitoring

Overview

The system provides dedicated logging mechanisms to track all synchronization activities such as invoice merging and exporting.

This helps users monitor operations, identify issues, and ensure data accuracy between Rishvi and Quickbooks.

Log Menus

Two separate log menus are available for better visibility:

1. Spend/Receive Logs

Description

The Success Logs menu records all successfully completed transactions.

Includes

  • Invoice Merge Success
  • Invoice Export Success
  • Any completed synchronization process
  • Accounts Import Success
  • Taxes Import Success
  • Customers Import Success
  • Vendors Import Success

Purpose

  • Confirms that operations were executed successfully
  • Helps in tracking completed transactions

Example

Invoice merged successfully

Invoice exported to Quickbook Succesffully

2. Quickbook Logs(Errors)

Description

The Quickbook Logs (Error) menu captures all failed or problematic transactions.

Includes

  • Invoice merge failures
  • Export errors
  • API failures
  • Configuration issues

Purpose

  • Helps identify the root cause of issues
  • Allows users to take corrective actions
  • Prevents data inconsistencies

Error Details Captured

Each error log contains:

  • Transaction Type (Merge / Export)
  • Record Reference (Invoice Number)
  • Error Message
  • Date & Time

Product Export to Quickbooks

The Product Export feature ensures that all items used in Rishvi are also available in Quickbooks . This is essential for maintaining consistency in invoicing, inventory tracking, and accounting.

Purpose

Product export allows synchronization of product data from Rishvi to Quickbooks so that:

  • Products used in invoices exist in Quickbooks
  • Inventory-enabled items are properly tracked
  • Correct accounts are applied during transactions

Prerequisites

Before exporting products, the following configurations must be completed:

Product Category Account Mapping

Each product category must be linked to a corresponding Income , Expense Accounts

Ensures correct revenue and expense tracking

Key Behaviour

New Products

Created in Quickbooks if not already available

Existing Products

Updated if already linked with Quickbooks

Duplicate Prevention

Matching is done using SKU (Internal Reference)

Exporting a Single Sales Order to Quickbooks

This feature allows users to export an individual Sales Order from Rishvi to Quickbooks. It is useful when testing configurations or handling specific orders manually.

Sales → Orders → Open a Sales Order → Export to QBO button

If export is successful → Order is linked with QBO Sales Order ID

Exporting Sales Orders in Bulk (Server Action)

This feature allows exporting multiple Sales Orders at once using a Server Action.

Purpose

  • Export multiple orders in one go
  • Save time and reduce manual effort
  • Ideal for daily operations

Sales → Orders → Select Multiple Orders → Action → Export to QBO

🔄 Automatic Dependency Export (Customer & Products)

While exporting Sales Orders to QBO, the system intelligently ensures that all dependent records are also available in Quickbooks.

This means manual pre-export of customers and products is NOT required.

Behaviour During Sales Order Export

When a Sales Order is exported:

1. Customer Auto Export

If the customer does not exist in Quickbooks:

  • A new contact is automatically created in Quickbooks
  • New customers from Rishvi are exported only if they have a Customer Rank assigned.

If already exists:

  • Existing QBO Customer is used

2. Product Auto Export

If products in the order are not available in QBO :

  • They are automatically created as Items QBO

If already synced:

  • Existing QBO Item is used

Execution Flow

  1. User clicks Export to QBO (Single or Bulk)
  2. System checks Customer:
  3. Not found → Export Customer
  4. System checks Products:
  5. Not found → Export Products
  6. Sales Order is then exported
  7. QBO IDs are stored for all records

Exporting Contacts to QuickBooks

In addition to automatic customer creation during Sales Order export, the system also provides a dedicated option to export Contacts (Customers/Vendors) to QuickBooks independently.

After a successful export to QuickBooks, the QuickBooks Contact ID is stored in the customer record for future synchronization.

Contact Export Rules

  • Contacts will be exported only if they have either a Customer Rank or Vendor Rank assigned in Rishvi.
  • Contacts without both Customer Rank and Vendor Rank will not be exported to QuickBooks.
  • If the contact already exists in QuickBooks, the existing QuickBooks contact is linked and reused.
  • If the contact does not exist, a new contact is created in QuickBooks automatically.

Purpose

  • Export customers/vendors in advance before transactions
  • Maintain a clean and synchronized contact database
  • Avoid delays during Sales Order, Invoice, or Bill export
  • Ensure proper mapping between Rishvi and QuickBooks contacts

Contacts → Customers → Select Contact(s) → Export to QuickBooks

Export Options

1. Single Contact Export

  1. Open a customer record
  2. Click Export to QBO
  3. Exports only that specific contact

2. Bulk Contact Export

  1. Select multiple customers from list view
  2. Use Action → Export to QBO
  3. Exports all selected contacts

Export Behaviour

  • If contact does not exist in QBO→ New Contact is created
  • If already exists → Existing contact is linked/updated

Matching is typically based on:

  1. Email
  2. Name
  3. QBO ID (if already synced)

Exporting Purchase Orders to QBO

The Purchase Order Export feature allows users to synchronize Purchase Orders from Rishvi to QBO. This ensures that procurement data is accurately reflected in QBO for financial tracking and vendor management.

Purpose

  • Sync Purchase Orders with QBO
  • Maintain consistency in procurement and accounting
  • Enable better tracking of supplier transactions

Prerequisites

Before exporting Purchase Orders, ensure the following configurations are completed:

1. Vendor Mapping

Vendors must exist in QBO or be auto-created during export

2. Product Synchronization

Products used in Purchase Orders must be available in QBO

If not, they will be automatically exported

3. Account Mapping

Product categories Accounts must be mapped to QBO accounts

4. Tax Mapping

Purchase taxes must be mapped with QBO taxes

Purchase → Orders → Open Purchase Order → Export to QBO

Export Options

1. Single Purchase Order Export

  1. Open a Purchase Order
  2. Click Export to QBO
  3. Exports that specific record

2. Bulk Export (Server Action)

  1. Select multiple Purchase Orders
  2. Action → Export to QBO
  3. Processes all selected orders

Exporting Vendor Bills to QBO

The Vendor Bill Export feature allows users to synchronize supplier invoices (bills) from Rishvi to QBO. This ensures that all payable transactions are accurately recorded in QBO for accounting and payment processing.

Purpose

  • Sync Vendor Bills with Quickbooks
  • Maintain accurate Accounts Payable records
  • Enable payment tracking and reconciliation in Quickbooks

Reporting

The Reporting section in the Hyper Linnworks Quickbooks Connector provides access to various financial and analytical reports. These reports help users monitor business performance, analyze financial data, and ensure accurate accounting.

Hyper Linnworks Quickbooks Connector → Reporting

Report Categories

The reports are grouped into different categories for easy access:

1. Generic Statements

These are standard financial statements used for overall business analysis.

Balance Sheet

Shows the financial position of the company (Assets, Liabilities, Equity)

Profit and Loss

Displays income and expenses over a period

Cash Flow Statement

Tracks cash inflow and outflow

2. Daily Reports

Used for day-to-day financial tracking.

Bank Book

Shows all bank transactions

Cash Book

Tracks cash transactions

Day Book

Displays daily journal entries

Aged Partner Balance

Shows outstanding receivables and payables by age

3. Audit Reports

Useful for accounting verification and auditing.

General Ledger

Detailed record of all transactions

Trial Balance

Summary of all ledger balances

Tax Report

Displays tax-related transactions

Journal Audit

Tracks journal entries for auditing purposes

4. Partner Reports

Focuses on customer and vendor data.

Partner Ledger

Shows transactions related to specific customers or vendors

5. Management Reports

Used for business insights and decision-making.

Invoice Analysis

Provides insights into invoice data

Analytic Report

Displays analytical accounting data

Purpose

  • Provides real-time financial insights
  • Helps in auditing and compliance
  • Supports decision-making with detailed reports
  • Ensures transparency in accounting data

Mandatory Configuration Rules

Before performing any synchronization (Export) between Rishvi and Quickbooks the following configurations must be completed to ensure smooth operation and avoid errors.

1. Product Category Configuration

  • Every product must belong to a Product Category
  • Product categories must have mapped Accounts

2. Product Configuration

Each product must have:

  1. Product Category
  2. Valid SKU (recommended)

3. Tax Mapping (Mandatory)

Taxes in Rishvi must be mapped with QBO Taxes

4. Default Customer (Required for Cron Jobs)

A Default Customer must be configured

5. Cron Job Configuration

  • Required cron jobs must be in Active state
  • Automation must be enabled

6. Account Mapping (General Rule)

All required accounts must be configured:

  1. Income Account
  2. Expense Account

7.Account Mapping (Rishvi ↔ QBO) – Mandatory

All Rishvi accounts must be mapped with corresponding QBO accounts

Conclusion

The Hyper Linnworks Quickbook Connector enables seamless synchronization of accounting data between Rishvi and Quickbooks, including invoices, products, customers,vendors and financial records. It automates key processes like export, mapping, and reporting to reduce manual effort and errors. This ensures accurate, real-time financial data consistency across both systems.

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