QuickBooks Online Data Sources

Note: The ProntoForms connection with QuickBooks must be made with a QuickBooks Online Plus account. Learn how to check if an account is QuickBooks Online Plus.

 

 

About

QuickBooks Online Data Sources retrieve data from a QuickBooks Online account.  This data can then be used to populate answer lists for questions, such as customer, part, and client lists.  Data sources can be set up to fetch data on a specified schedule.  This allows teams to maintain and update their data automatically, minimizing the need to access the ProntoForms web portal.  

 

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Organizations of all sizes use QuickBooks Online to manage their accounting processes.  QuickBooks Online is highly customizable and designed to work with add-on applications, making it a flexible and powerful tool for managing many of your business functions.  Looking for two-way integration?  Read more about the ways ProntoForms can connect to QuickBooks Online.

 

Set Up the Data Source

  1. Create the data source as described here.

  2. Select QuickBooks Online Data Source as the type.

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  3. Name the data source and optionally enter a Description.

  4. Set up the data source using the information below.

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Data Retrieval and Format

Push updates to a device after a fetch

If push updates are turned on, users will get a notification from the ProntoForms app after a fetch that will prompt users to reconcile (send/receive or refresh).  This setting is recommended if it is important that users have the most up-to-date data.    

Consider the fetch frequency carefully if notifications are enabled, as some users may find these notifications annoying or confusing.  With push updates and an automatic fetch set up, every data source with push updates enabled will send a notification for each fetch, whether or not the data source has new data.  For example, if a fetch schedule is hourly, users may get notifications hourly even if the data has not changed.

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Fetch Schedule

Automatically fetch new data on a schedule:

  • If checked, data will be retrieved from QuickBooks Online at the Fetch Frequency selected. 

    • Make sure that the team has a Problem Contact Email Address.  If a fetch is unsuccessful for any reason, this address will receive an  email with an error message and details.  Without this email, it may not be immediately clear that a fetch has failed.

  • If unchecked, the data source will not be updated automatically.  To retrieve new data from QuickBooks Online, the data source will need to be manually updated through the Fetch New Data button in the web portal.

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Fetch Frequency:

Choose how often the data source will fetch new data from QuickBooks Online.

  • Hourly:  Data will be fetched every hour.

  • Daily:  Data will be fetched at midnight in the designated fetch timezone.

  • Weekly:  Data will be fetched at midnight on Sunday in the designated fetch timezone.

  • Monthly:  Data will be fetched at midnight on the last day of the month in the designated timezone.

Fetch Timezone:

Data will be fetched at midnight in the chosen time zone.  This applies to all fetch frequency options except “Hourly.”  

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Source List Type

Under the Connection tab, click Connect to enter your QuickBooks Online login credentials, or Select an existing Connection if a connection already exists.

 

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Choose one of the Source List Types that can imported from QuickBooks Online.  These lists are populated by the corresponding sections in QuickBooks Online.  Each list type must be set up as independent data sources. 

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Customer: Pulls customer name, company, address, phone number, email, balance, and ID.    

Sellable Item: Pulls product ID, name, description, and unit price.

Purchasable Item: Pulls item ID, name, description, and unit price. 

Employee: Pulls employee name and ID.

Vendor: Pulls vendor name, company, address, phone number, email and balance.

 

Fill the Source Data

 If left unchecked, the data source will wait until the specified time and interval to retrieve data for the first time.
 If checked, the first data retrieval will occur immediately after creating the data source.

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