Note: Integration with QuickBooks Online is currently in Beta. Please report any issues by clicking on the Help icon in the lower right corner.
Introduction
Matium integrates with QuickBooks Online (QBO) allowing you to create your bills and invoices in Matium and then push and sync directly with QBO for seamless accounting for your business.
Setting up the QBO Integration
Connecting Matium to QuickBooks Online
To connect your QBO account to your Matium account, Administrators should follow these steps in Matium:
Click on Administration in the left sidebar.
Click on the Integrations tab.
Click the Connect button which will take you to the login page for QBO.
When prompted, enter the credentials for your QBO account. Note that the QBO account must have an admin role in QBO.
Default Settings
Once the connection to QBO is established, Administrators may set defaults values for terms and tax rate which are used when creating invoices and bills in Matium.
Creating QBO Invoices and Bills
Invoices and bills in Matium are always associated with shipments in Matium. Learn more about shipments.
To create a new invoice or bill, users must first identify the associated shipment in Matium and ensure the items to be invoiced or billed are listed on the shipment's ledger.
Click on Shipments in the left sidebar and locate the shipment needing to be invoiced or billed. If needed, click the New Shipment button to create a new shipment in Matium.
From the shipment detail page, click on the Finance tab.
Check if the company and item to be invoiced/billed is listed in the Ledger for the shipment. Note that the material cost and material sale will be automatically listed based on the shipment manifest.
Click Add Item to add any additional items to the ledger such as shipping costs, warehousing costs, etc.
To create a new invoice:
From the Finance tab on the shipment detail page, click the New Invoice button.
Enter the following details:
Invoice Date
Matium Company - Select a company from the ledger to be invoiced.
QBO Customer - Select the customer in QBO to be invoiced. If the customer does not exist yet in QBO, select to "Create New QBO Customer" option. A new customer will be created in QBO with the same name as the selected Matium company.
Terms - Select the payment terms for the invoice.
Tax Rate - Select the tax rate for the invoice.
Matium Item - Select the item to be invoiced. Note that only those items in the ledger and associated with the selected Matium company will be shown in the drop-down.
QBO Item - Select the product or service in QBO that corresponds to the selected Matium item. Note that if a product or service does not yet exist in QBO, you will need to create it first in QBO before you can generate an invoice.
If there are additional items to be invoiced, click the Add Item button.
Once all items have been added to the invoice, click Submit to create and send the invoice to QBO.
To create a new bill:
From the Finance tab on the shipment detail page, click the New Bill button.
Enter the following details:
Bill Date
Matium Company - Select a company from the ledger to be invoiced.
QBO Vendor - Select the corresponding vendor in QBO. If the vendor does not exist yet in QBO, select to "Create New QBO Vendor" option. A new vendor will be created in QBO with the same name as the selected Matium company.
Terms - Select the payment terms for the bill.
Tax Rate - Select the tax rate for the bill.
Matium Item - Select the item to be billed. Note that only those items in the ledger and associated with the selected Matium company will be shown in the drop-down.
QBO Item - Select the product or service in QBO that corresponds to the selected Matium item. Note that if a product or service does not yet exist in QBO, you will need to create it first in QBO before you can generate a bill.
If there are additional items to be billed, click the Add Item button.
Once all items have been added to the bill, click Submit to create and send the bill to QBO.
Managing Invoices and Bills
All invoices and bills can be viewed by visiting Finance in the left sidebar or by visiting the Finance tab of a shipment detail page.
Once an invoice or bill has been created and sent to QBO, it can not be modified in Matium. The management of the invoice or bill should be done in QBO.
You may delete an invoice or bill in Matium by clicking the more icon in the top right of the card for the invoice or bill. Note that this will only delete the invoice or bill in Matium - it will not delete it in QBO.
Lifecycle and Sync with QBO
When an invoice or bill is initially created in Matium, it will be given a status of Open.
Matium will periodically check for updates in QBO and once an invoice or bill has been marked as Paid in QBO, the status of the invoice or bill will also be marked as Paid in Matium. Note that this does not happen immediately - please allow a couple of hours for paid status to be reflected in Matium.
Additional Considerations
Customer and vendor names must be unique in QBO. Therefore, if you select the Create New QBO Customer option for a Matium company, you will not be able to utilize the Create New QBO Vendor option for the same Matium company (and vice versa). In this situation, you will need to manually create either the customer or vendor in QBO with a different name.
QBO requires that products or services added to a bill be marked as for purchase and products or services added to an invoice be marked as for sale. Ensure products or services are marked correctly in QBO before adding them to an invoice or bill in Matium.
Once an invoice or bill is created, Matium will only check for Paid status in QBO. Any other changes to the invoice or bill will not be synced to Matium.