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Integrating with QuickBooks Online

Overview

Apruve's integration for QuickBooks Online allows you to create Orders and Invoices in Apruve by creating and updating transactions in QuickBooks. As you create and modify transactions in QuickBooks, Apruve automatically recognizes these changes and imports them into Apruve.

Installation

On your Apruve settings page, you will find a QuickBooks section. Go to this section, then click the
green QuickBooks Connect button.

If you're not already signed in to your QuickBooks account, you'll be asked to do so at this point.

QuickBooks SigninQuickBooks Signin

Click 'Authorize' to grant Apruve access to your QuickBooks data.

QuickBooks AuthorizationQuickBooks Authorization

Changes to Your QuickBooks Configuration

As part of the connection process, Apruve will add a sales term named 'Apruve Account' to your QuickBooks configuration. Using this sales term on your Invoices will set the due date according to the terms of your Apruve corporate account program.

Usage

In Apruve's workflow, an Order is used to capture your buyer's authorization for a purchase. Once you have an approved Order, you can issue Invoices against that Order. The Invoices can then be paid out by the bank that is backing your credit program.

Apruve's QuickBooks integration allows you to manage this process directly from QuickBooks. Just follow these two simple steps:

  1. Create an Estimate for a customer with an Apruve account. The customer will get an email from Apruve asking them to confirm that they want to put the order on their account.
  2. Once the customer accepts the Estimate, create an Invoice from the Estimate

Managing Apruve Orders Through QuickBooks

To create an Apruve Order, simply create a QuickBooks Estimate for a customer that has an Apruve corporate account. Apruve will see the new estimate and create a matching Apruve Order for it.

Create EstimateCreate Estimate

When you save the Estimate, Apruve will send an email to them asking them to confirm that they want to place the order on their corporate account. Once the buyer confirms the order, the status of the Estimate will update to 'Accepted' in QuickBooks, and you will receive an email from Apruve notifying you that an order was approved.

Managing Invoices for Apruve Orders

Creating Invoices

To add an invoice to an Apruve Order, create an Invoice in QuickBooks and link it to the Estimate you created in the previous step. The easiest way to do this is to find the Estimate in the transaction list and use the Start Invoice action on it.

Start InvoiceStart Invoice

To accurately set the due date on the Invoice, you should set the Sales Term field to 'Apruve Account'.

Once Apruve processes your Invoice, the Statement Memo field will be updated with the Invoice's Apruve ID. You will need this value if you need to report a return on the invoice (see Managing Returns below).

Getting Paid

Apruve cannot finance any invoice until we have shipping details for it. For QuickBooks, that means filling in the shipping fields on the invoice. You can either use a shipping plugin that sets these fields for you, or you can add them to your sales forms and set them yourself.

Shipping DetailsShipping Details

Once an Invoice both is sent to the buyer and has shipping details, the bank will initiate a deposit to your bank account within a business day. Apruve will add a Payment to QuickBooks to show the deposit.

Apruve Invoice IDApruve Invoice ID

Managing Returns

Whenever a buyer returns goods purchased via Orders financed with Apruve, those returns need to be reported in order to adjust the amount that Apruve will attempt to collect from the buyer.

Reporting a Return

To report a return to Apruve, create a CreditMemo for the amount of the returned goods, specifying the Apruve ID of the invoice in the CreditMemo's Memo field. (You can find an Invoice's Apruve ID in its Statement Memo field.) Apruve will process the CreditMemo as soon as it is saved.

Create Credit MemoCreate Credit Memo

Disconnecting QuickBooks

To disconnect Apruve from QuickBooks, go to your Apruve settings page. In the QuickBooks section, you will find a link for disconnecting from QuickBooks.

Disconnect PageDisconnect Page

Once disconnected, Apruve will no longer process Estimates and Invoices created in QuickBooks, and will no longer update QuickBooks based on changes made in Apruve.

What Data Does Apruve Access?

The Apruve QuickBooks integration accesses the following parts of your QuickBooks data:

Estimate

Apruve inspects the billing email address of every Estimate created to determine if the address belongs to an authorized buyer on an Apruve corporate account at your business. If it does the rest of the information on the Estimate is used to create an Apruve Order.

Estimate status and memo fields are updated based on what happens during processing of the Apruve Order. No other Estimate data is changed. Apruve does not create new estimates or delete existing ones.

Invoice

Apruve inspects the linked transactions of every Invoice created to determine if any of them are an Estimate previously processed by Apruve into an Order. If the Invoice is linked to an Apruve Order, the details of the Invoice are used to create an Apruve Invoice.

Apruve will void an Invoice on QuickBooks if the corresponding Apruve invoice is canceled. Apruve does not otherwise alter, create, or delete Invoice data.

Payment

Apruve does not modify existing Payments. Apruve will create Payments and apply them to invoices when banks deposit funds for those invoices into your account.

CreditMemo

Apruve inspects the private notes of every CreditMemo created to determine if it contains an Apruve Invoice identifier. If an identifier is found, the details of the CreditMemo are used to create a Return on the Apruve Invoice.

Apruve does not create, update, or delete CreditMemos.

Item

Apruve will retrieve the details of an Item when that Item is referenced in the lines of an Estimate or Invoice that Apruve is processing.

Apruve does not create, update, or delete Items.

Term

Apruve creates a Term named 'Apruve Account' as part of the installation process. This Term has its due date details set to match the terms of your Apruve corporate account program.

More Info

For more information about QuickBooks please click here: https://quickbooks.intuit.com/accounting/

Updated 3 months ago

Integrating with QuickBooks Online


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