Streamline Your Financial Workflows with Tracktile + QuickBooks

We're excited to introduce our QuickBooks Online integration, designed to eliminate double data entry and keep your financial records perfectly synchronized between Tracktile and QuickBooks.

🧪 Beta Feature

This integration is currently in beta. We've tested extensively, but your real-world usage helps us catch edge cases and prioritize improvements. If you encounter any issues, need additional functionality, or have suggestions — please reach out to our team. Your feedback directly shapes how we refine this feature!

What's Included

• Customer & Supplier Sync: Keep your contacts synchronized between both systems
• Tax Rate Import: Import and map your QuickBooks tax codes to Tracktile
• Default Account Configuration: Set up expense and income accounts for accurate categorization
• Purchase Orders → Bills: Sync your Tracktile POs to QuickBooks as Bills
• Shipments → Invoices: Sync your Tracktile Shipments to QuickBooks as Invoices

Getting Started

Step 1: Connect QuickBooks Online

1. Navigate to Settings → Integrations
2. Find QuickBooks Online and click Connect
3. Sign in to your QuickBooks account and authorize Tracktile
4. Once connected, you'll see a confirmation and the QuickBooks configuration options

Setting Up Your Integration

Sync Customers & Suppliers

Keep your contact records in sync between Tracktile and QuickBooks. The sync process intelligently matches existing records to avoid duplicates.

How Matching Works:

• Tracktile matches billing contacts by name and email address
• If a match is found, records are linked automatically

• If no match exists, a new profile is created in Tracktile with details from QuickBooks

  

To Sync Customers:

1. Go to Integrations → QuickBooks → Data Transfer
2. Click Sync Customers
3. Matched or imported customers will display a "Synced" badge

To Sync Suppliers:

1. Go to Integrations → QuickBooks → Data Transfer
2. Click Sync Suppliers
3. Matched or imported suppliers will display a "Synced" badge

Allow Updates Option:

• ON — Changes made in QuickBooks (company name, contact info, addresses) will update your Tracktile records during sync
• OFF — Only new contacts are imported or synced; existing linked contacts remain unchanged

What Syncs:

• Company name
• Contact name and email
• Phone number
• Billing and shipping addresses
• Default currency

Import Tax Rates

Import your QuickBooks tax codes to ensure accurate tax calculations on your Invoices.

To Import Tax Rates:

1. Go to Integrations → QuickBooks → Data Transfer
2. Click Sync Taxes
3. Imported tax rates appear in Facility Settings → Tax Rates with a QuickBooks badge

Important Notes:

• QuickBooks doesn't currently indicate which tax rates are active vs. inactive during sync. If you see tax rates you no longer use, feel free to delete them in Tracktile. We're working on automatic filtering for a future release.
• Existing Tracktile tax rates with matching names and percentages are automatically linked (no duplicates)
• Special characters in tax names (like "IVA 16% / México") are fully supported

Configure Default Accounts

Set up your default expense and income accounts so Tracktile knows where to categorize transactions in QuickBooks.

To Configure Accounts:

1. Go to Integrations → QuickBooks → Configuration
2. Select your Default Expense Account (used for Bills)
3. Select your Default Income Account (used for Invoices)
4. Click Save

Notes:

• Only active QuickBooks accounts are displayed
• Both accounts must be configured before you can emit Bills or Invoices
• Account settings are shared across all users in your facility
• These are default categories. You can change the category on individual Bills or Invoices directly in QuickBooks after syncing.

Syncing Transactions

Purchase Orders → Bills

Eliminate double entry by syncing your Tracktile Purchase Orders to QuickBooks as Bills.

Prerequisites: Before you can emit a Bill, ensure:

• ✅ QuickBooks is connected
• ✅ Supplier is synced/linked to QuickBooks
• ✅ Default Expense Account is configured
• ✅ Purchase Order is saved
• ✅ PO has ordered items
• ✅ Currency matches the supplier's QuickBooks currency

To Create a Bill:

1. Open a Purchase Order
2. Navigate to the Bills tab
3. Review the bill preview showing:
   • Supplier
   • Line items with descriptions and amounts
   • Additional charges and discounts (if applicable)
   • Category (Expense Account)
4. Click Create Bill in QuickBooks

What Gets Synced:

After Syncing:

• PO displays "Synced" status badge
• Synced date and user are recorded
• "View in QuickBooks" link opens the bill directly in QuickBooks

Updating a Bill:

If you make changes to a synced PO:

1. The status changes to "Outdated"
2. Return to the Bills tab
3. Click Update Bill to push the changes to QuickBooks

Shipments → Invoices

Streamline your invoicing by syncing Tracktile Shipments to QuickBooks as Invoices.

Prerequisites: Before you can emit an Invoice, ensure:

• ✅ QuickBooks is connected
• ✅ Customer is synced/linked to QuickBooks
• ✅ Default Income Account is configured
• ✅ Tax rates are synced
• ✅ Shipment is saved
• ✅ Shipment has assigned items
• ✅ Shipment status is not Cancelled
• ✅ Currency matches the customer's QuickBooks currency

To Create an Invoice:

1. Open a Shipment
2. Navigate to the Invoices tab
3. Review the invoice preview showing:
   • Customer
   • Line items with quantities, rates, and amounts
   • Per-item and shipment-level charges/discounts
   • Tax calculations
   • Category (Income Account)
4. Click Create Invoice in QuickBooks

What Gets Synced:

After Syncing:

• Shipment displays "Synced" status badge
• Synced date and user are recorded
• "View in QuickBooks" link opens the invoice directly in QuickBooks

Updating an Invoice:

If you make changes to a synced Shipment:

1. The status changes to "Outdated"
2. Return to the Invoices tab
3. Click Update Invoice to push the changes to QuickBooks

Status Badges

Both Purchase Orders and Shipments display sync status badges for quick visibility:

Permissions

Control who can access the QuickBooks integration with these permission settings:

Navigate to Facility Settings → Permissions → Integrations to manage these settings.

Troubleshooting

"Bills/Invoices tab is disabled"

• Ensure all prerequisites are met (supplier/customer synced, accounts configured, etc.)
• Check that the record is saved
• Verify currency matches

"Supplier/Customer not synced"

• Go to Data Transfer and sync your Customers or Suppliers
• Ensure the contact exists in QuickBooks

"Currency mismatch"

• The transaction currency must match the customer/supplier currency in QuickBooks
• Update the currency in Tracktile or QuickBooks to match

"Tax rates not synced"

• Import tax rates from QuickBooks via Data Transfer → Sync Taxes
• Ensure all tax rates used in the transaction are mapped

We Want Your Feedback!

This QuickBooks integration is in beta, and we're actively improving it based on your experience. If you:

• Encounter any issues or unexpected behavior
• Need additional fields synced
• Have suggestions for workflow improvements
• Find edge cases we haven't covered

Please reach out to our support team! Your feedback directly influences our development priorities and helps us build the integration you need.