By connecting QuickBooks Online to Rentman, you can enable Rentman to seamlessly export your invoices, either on a chosen day of the week or by manual selection. You can then mark the invoice as paid in Quickbooks and have it automatically update your invoice status in Rentman.

You can only connect Rentman to Quickbooks Online, not to Quickbooks Desktop.

Setting Up

Connect to Quickbooks

Connecting your Rentman account to Quickbooks is the first step in this integration process.

Go to the settings Configuration module > Account > Extensions.
Under External extensions, go to Quickbooks and click on the connect button.
Make sure your browser allows pop-ups
Log in with your account details in the pop-up.
After logging in, you can proceed with setting up automatic exporting.

Set up automatic or manual export

Choose to export your invoices on a specific day of the week or manually.

Go to the settings Configuration module > Account > Extensions.
For the option Export automatically, choose one of the following
- Start manually:
  - This option enables you to manually control when any invoices are exported to Quickbooks. This button is only available if there are any invoices to export
- On the following day(s):
  - This option enables Rentman to automatically export invoices on a specific day of the week, 2:00 AM local time
Save

Match your Rentman ledgers with Quickbook Product and Services

After connecting your Quickbooks account, you need to match the ledgers created in Rentman to the corresponding ledgers in Quickbooks. If you are new or need a refresher on ledgers, please review this article.

In Quickbooks, ledgers are called Products and Services

Match your Rentman ledgers to your Quickbooks ledger

Following the example above, match your Rentman ledgers to the corresponding Quickbooks ledgers. By doing this, all items connected to their respective Rentman ledgers will transfer over to Quickbooks according to the matching Quickbooks ledger.

Example: If a microphone in your Rentman database is assigned the "Rental" ledger, then when it is included in an invoice and exported to QuickBooks, the corresponding matching ledger to Rentman "Rental", which is "RENTAL" will be shown on your QuickBooks invoice.

Only the ledgers names are exported to Quickbooks. The individual equipment or function name will not appear in Quickbooks after export

Match your Rentman tax with Quickbooks tax

Match your Rentman-created tax rate with the QuickBooks-created tax rate to ensure financial accuracy and avoid errors when exporting your invoices.

Visual Example

Trial and Error

After connecting your Rentman ledgers and taxes to Quickbooks, create a test project that simulates a real-life project in your company. Create a test invoice and try exporting it to Quickbooks by manually exporting it.

Need to re-export an invoice after it failed? Take a look at managing and re-exporting your invoices here

What data is exported?

Ledgers Invoice Information Contact Information

Only ledgers are exported to Quickbooks. All lines in Quickbooks will be shown as a ledger regardless if it is an equipment or an additional cost. Take a look at managing ledgers in Rentman here.

Invoices contain all financial information that you add in Rentman, and which is necessary for a complete overview and correct functioning in your accounting software. This includes VAT rates (Tax rate), payment terms, invoice moments and invoice numbers.

The information about relevant contacts for your invoice is also exported. This includes the company name, contact persons and contact number. Contacts in Rentman cannot be matched with contacts already entered into Quickbooks. Contacts with the same name are added with the Rentman contact number between brackets after the name to Quickbooks.

FAQ

Can I mark my invoice as paid in Rentman and have it updated in Quickbooks?

No, this is not possible. Currently, you can only mark an invoice as paid in Quickbooks, and it will update the corresponding invoice in Rentman.

When are my invoices exported?

The QuickBooks integration now runs on a set moment daily regardless of new or old invoices being created. You can, however, also choose to export manually as well. Read the section Connect Quickbooks for more information.

I am still having issues with exporting this invoice. How can I resolve it?

Take a look at this article on the most common errors and their solutions.

Quickbooks Integration: Setting Up Your Integration with Quickbooks Online