How to set up QuickBooks

How to set up QuickBooks

You've probably just connected Paragon to your Shop. Your QuickBooks Add-On is now set to active status and if this is the first add-on you're activating, the setup modal shown below will appear. It allows you to select and apply the settings you want when managing your integration.  For a full walkthrough connecting QuickBooks to ParagonSMB, read our article on how to connect and disconnect ParagonSMB from QuickBooks Online.

Automatic import and export

The first step in the modal asks you which references and transactions you want to have automatically imported and exported to and from QuickBooks. 

Although these settings are fully configurable, to get the most out of your add-on, we recommend that you at least turn on automatic import and export of your products, vendors, and customers. Any functionality that we don't currently support has been greyed out. As a note, customers and vendors are imported together so if you turn on automatic imports for one of them, the other will be turned on for you. The same is true for vendor invoices and vendor credits.

Note that these switches specifically relate to automatic imports that will be done through scheduled rules. You can later import your QuickBooks references or transactions manually through the various action buttons on the QuickBooks add-on screen. 

If you have also connected to another add-on, there are a few recommendations for how to configure your settings for optimal results.

If you have connected to Shopify, or if you plan to later, we recommend that you turn on product, customer, invoice, and receive payment export. This will allow you to manage the bookkeeping side of your Shopify sales easily since any Shopify orders or related transactions will be automatically sent to QuickBooks.

If you have connected to Amazon, we recommend that you turn on the export of products, vendors, invoices, receive and make payments, and vendor invoices and credits. This will allow you to easily reconcile orders from Amazon settlement reports and track gross profit, while still taking into account what Amazon charges you for their FBA service.

Inventory management in Paragon

The last step to configuring your QuickBooks add-on is deciding whether or not you want to use Paragon to manage your inventory. 

If you turn on this setting, you will then be given the option to select the location that you want to import your initial inventory numbers into. The drop-down list will have all current Paragon locations as well as a QuickBooks location that you can select if you want to make a new location for QuickBooks inventory. As a disclaimer, inventory does not export from Paragon to QuickBooks, so if you turn on this setting, all inventory management will be done within Paragon. QuickBooks inventory will not be kept up to date.

If you didn't turn on product import in the last step, the options on this step will be greyed out. If you would like to manage your QuickBooks inventory in Paragon, go back to the last step and turn on product import.

Once you are happy with your settings, click accept. You will see your chosen settings have been applied in the QuickBooks attribute panel.

Returning to the add-on setup modal

If you want to change your QuickBooks settings later, you can bring up the setup modal again by clicking the add-on setup action button.

What's Next?

Now that you've connected Paragon to QuickBooks and you've set all of your automation configurations, maybe these other QuickBooks articles will be your next stop:
How to export purchase orders from ParagonSMB to QuickBooks Online
How to export invoices and credit from ParagonSMB to QuickBooks Online

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