Configuring the QuickBooks Online Integration in RecyclyERP

The QuickBooks Online integration is an optional add-on for RecyclyERP that allows your organisation to synchronise essential financial data between your CRM and your QuickBooks Online accounting system. Once connected, your team can create and post invoices, maintain aligned customer records, and view account balances directly within RecyclyERP.

The following steps are also accessible from Recycly’s built-in Setup Assistant, under the Integrations section for the relevant Company. Administrators can use the Setup Assistant to progress through each required action in sequence.

1. Overview of Capabilities

The RecyclyERP QuickBooks integration enables:

• Linking Recycly Companies and Contacts to existing QuickBooks Customer records
• Creating new QuickBooks Customers directly from RecyclyERP
• Raising QuickBooks Invoices from within RecyclyERP
• Posting QuickBooks Credit Notes against CRM-originated invoices
• Viewing QuickBooks Invoice payments within RecyclyERP
• Displaying real-time Customer account status and balances in CRM

These features reduce duplicate data entry and ensure alignment between operational and finance teams.

2. Prerequisites

Before starting the configuration:

• You must have a QuickBooks Online Standard login for the account you intend to link.
• Each Recycly Company must correspond to a separate QuickBooks Online company.
• You must hold RecyclyERP Administrator permissions.

3. Integration Setup Steps

(The following steps are also accessible from Recycly's Setup Assistant.)

Step 1: Connect RecyclyERP to QuickBooks

1. Navigate to Settings → Recycly to QuickBooks Link.
2. Select the Recycly Company to configure.
3. Click Connect to QuickBooks.
4. Sign in using your QuickBooks Online Standard login and approve the authorisation request.

Once connected, additional configuration panels will become available.

Step 2: Configure QuickBooks Integration Settings

1. Return to Settings → Recycly to QuickBooks Link.
2. Select the Company.
3. Review and configure integration options, including:
   • Automatic synchronisation schedules
   • Invoice posting preferences
   • Mapping and behaviour settings

These options control how data flows between the two systems.

Step 3: Assign QuickBooks Access Rights to Users

You can manage which Recycly users are permitted to perform QuickBooks-related actions.

1. Open Settings → Users & Companies → Users.
2. Select a user.
3. In the QuickBooks Access section, assign permissions such as:
   • Connecting or disconnecting QuickBooks
   • Creating invoices
   • Posting credit notes
   • Managing synchronisation tasks

Only users with the appropriate rights should be allowed to interact with QuickBooks data.

Step 4: Run the Initial Data Sync

1. Open the connected Recycly Company.
2. Go to Recycly to QuickBooks Link.
3. Click Manually Sync All Data Now.

This imports Customer records, Product/Service items, Tax Codes, and other financial metadata from QuickBooks into RecyclyERP.

4. Mapping Key Accounting Data

After the initial sync, several mapping steps must be completed to ensure accurate invoice posting.

Step 5: Map QuickBooks Products to Recycly Asset Types & Services

1. Open Asset Types or Services in RecyclyERP.
2. Select the item you intend to invoice for.
3. Use the QuickBooks Product/Service field to choose the matching QuickBooks entry.
4. Save the record.

This ensures invoice lines generated in RecyclyERP align to the correct QuickBooks revenue codes.

Step 6: Map QuickBooks Tax Codes to Recycly Tax Codes

1. Navigate to Settings → Accounting → Tax Codes.
2. Open each Recycly Tax Code.
3. Select the matching QuickBooks Tax Rate.
4. Deactivate unnecessary imported tax codes if required.

Correct mapping is essential for accurate tax handling on posted invoices.

Step 7: Link QuickBooks Contacts to Recycly Customer Records

1. Open the relevant Recycly Company.
2. Go to Recycly to QuickBooks Link.
3. In the Customers & Account Balances section, click Link Customers.

You may also create mappings directly from a Customer record or through a bulk import.

5. Testing the Integration

Before going live, Recycly strongly recommends posting a test invoice.

Step 8: Create and Post a Test Invoice

1. Create a new invoice in RecyclyERP for a Customer already linked to QuickBooks.
2. Add the necessary line items.
3. Click Create Invoice in QuickBooks.

If successful, the invoice will appear immediately in QuickBooks Online, and its status will synchronise back to RecyclyERP.

6. Ongoing Use

Once configured:

• Invoices and credit notes can be raised directly from RecyclyERP
• Invoice payments recorded in QuickBooks will sync back to CRM
• Account balances and status notes will display on Customer records
• Administrators can adjust sync schedules and mappings as business needs evolve

7. Troubleshooting

If issues occur, consider the following:

• Ensure all Products and Tax Codes are fully mapped
• Verify that the user has sufficient QuickBooks access
• Check whether the QuickBooks authorisation token has expired
• Reconnect and resynchronise if the connection has been reset

Persistent issues may require re-authentication or adjustments to user permissions.