QuickBooks Online sync
Connect QuickBooks Online and LimoGlide sends account invoices, their payments and paid rides to your books automatically.
- Who:
- Owners, admins and accountants
Connect
- Open QuickBooks in the Settings part of the menu.
- Click Connect QuickBooks, sign in to QuickBooks and approve access for your company. LimoGlide asks for accounting access only.
- You're brought back to LimoGlide, which shows the QuickBooks company it's connected to.
What is sent
| In LimoGlide | In QuickBooks |
|---|---|
| A corporate-account invoice | An invoice to a customer named after the account, one line per ride, with the same invoice number, date and due date |
| Marking that invoice paid | A payment applied to that invoice |
| A completed one-off ride paid in full (not on an account invoice) | A sales receipt to a customer named after the rider, numbered with the ride's reference |
- Every line goes to a product called Chauffeured transportation, which LimoGlide creates the first time, posted to your income account named "Services" or "Sales" (or the first income account if neither exists).
- Amounts are LimoGlide's totals, which already include gratuity and tax, so lines are marked non-taxable and QuickBooks doesn't add tax again.
- Customers are matched by name: an existing QuickBooks customer with the same name is used rather than a duplicate created.
- Void invoices aren't sent. Rides with a balance still owed aren't sent until they're paid.
Nothing is sent twice
LimoGlide remembers what it has sent. It also checks QuickBooks for the same invoice or receipt number before creating one, so even an interrupted sync can't make duplicates. Nothing in QuickBooks is ever changed or deleted by LimoGlide; corrections there are yours to make.
Good to know: If you change an invoice or ride in LimoGlide after it was sent, the change isn't sent again. Make the same correction in QuickBooks.
When it runs
- Every night by itself.
- Sync now sends straight away. Up to 50 records go per run; if there are more, it says so and the rest go on the next run.
- Last sync shows what was sent and anything that couldn't be, with QuickBooks' reason.
Choose the start date
Only records on or after Send records from are sent. It starts at the first of the month you connect, so connecting doesn't post years of history. Change it to send earlier records; anything already sent is never sent again.
Disconnect or reconnect
- Disconnect QuickBooks stops the sync and removes LimoGlide's access. Nothing already in QuickBooks changes.
- If QuickBooks stops accepting the connection (for example after access is removed in QuickBooks, or after 100 days without use), the page asks you to Reconnect.
Tip: Prefer to import by hand? Reports & payments has a QuickBooks invoice export in QuickBooks Online's import layout.