Connecting QuickBooks Online
Iris records your store sales in QuickBooks Online. Each QuickBooks company you connect is read so its items, accounts, tax codes, classes and locations can be matched to your stores.
Iris works with QuickBooks Online Canada and US.
Connect a company
Owners and Admins can connect companies.
- Go to QuickBooks in the sidebar and choose Connect QuickBooks.
- Sign in to Intuit and choose the company your store sales should be recorded in.
- Allow Iris to access it.
You come back to the company's page in Iris, and Iris starts reading its lists. This usually takes under a minute.
You can connect several companies, for example one per business or one per country. Each store you connect later posts to one of them.
What Iris reads
| List | Used for |
|---|---|
| Items | Matching your store's products, shipping, discounts and tips |
| Accounts | Clearing accounts for payment methods, and liability accounts for gift cards and store credit |
| Tax codes and tax rates | Matching your store's taxes (Canada), or marking lines taxable (US) |
| Classes | Setting a class on each line |
| Locations | Setting the location on each receipt |
Iris also notes the company's home currency and whether multicurrency is turned on.
Iris only reads these lists for now. It doesn't change anything in QuickBooks until you connect a store and start posting orders.
Keeping lists up to date
Iris updates its copy automatically:
- straight away when something changes in QuickBooks,
- and again every night, to catch anything missed.
To update a company right now, open it and choose Refresh lists. Bookkeepers, Admins and Owners can do this.
Inactive and deleted entries
When something is made inactive or deleted in QuickBooks, Iris keeps it but marks it, and stops offering it when you match things up. Any orders that would use it wait for you rather than posting to something QuickBooks no longer accepts.
To see these entries, tick Show inactive and deleted on the company's page.
Multicurrency
If multicurrency is off in a company, Iris shows a notice on its page. Orders in another currency will wait until it's turned on in QuickBooks (Settings → Account and settings → Advanced → Currency).
One Iris organization per company
A QuickBooks company can only be connected to one Iris organization at a time, so the same sales can't be recorded twice. If Iris says the company is already connected elsewhere, it has to be disconnected in that organization first.
If QuickBooks stops accepting the connection
Intuit sometimes ends a connection, for example when it's revoked from QuickBooks or hasn't been used for a long time. The company is then marked Needs reconnecting. An Owner or Admin opens it and chooses Reconnect QuickBooks, then signs in to the same company.
Disconnecting
Owners and Admins can open a company and choose Disconnect. Iris stops reading from and posting to it, but keeps its lists and your mappings. Reconnecting the same company later picks up where you left off.