Quickbooks Online Integration

Discovery natively supports QuickBooks Online integration. To create a link between your QuickBooks Online Company and your Discovery Tenant, please follow these steps:

1: Go to your Accounting Integrations screen. If this link does not work, you may need to contact your Tenant's Administrator.
2: Select QuickBooks Online as your Accounting System. You will be prompted to authenticate with QuickBooks (via token) and authorize Discovery as an "App" within your Quickbooks account. To do so, click on the green Connect to QuickBooks button. A new window will open to allow you to log into QuickBooks Online to complete this step. This page will remain open to continue to the next step.
3: On the GL Accounts tab, click the Refresh Accounts button to have Discovery scan your available General Ledger Accounts from QuickBooks.
Likewise, on the Vendors tab, click the Refresh Vendors button to have Discovery scan QuickBooks Online account for available Vendors.
4: After refreshing your accounts list, you should set a default Accounts Payable and Accounts Receivable GL codes in the drop down selectors provided.

Important: DO NOT use the default accounts receivable GL account from QuickBooks Online. We recommend creating a GL account of the "other current assets" type in QuickBooks Online for integration with Discovery.

Your QuickBooks authentication will automatically stay up to date using the OAuth2 token handling process. If, however, you do encounter an authentication error, it is possible the token refresh failed. To request a new token, click the Refresh Token button to re-authenticate Discovery with QuickBooks.
5: Optional: Using the toggle, specify if you wish to use the vendor invoice date when posting, rather than the fiscal period date.
6: With your chart of accounts now complete, go to the Line Item Categories Accounting page and assign the proper GL accounts to each category.
7: Additionally, if you have any Receipt Locations or Sales Taxes already set up, you'll need to go to those screens and assign GL accounts to each one.
8: Finally, for each vendor in Discovery that you plan to export invoices for, you must associate the Vendor in Discovery with the Vendor in QuickBooks Online. This is accomplished by editing the Discovery Vendor and selecting the QuickBooks Vendor name from the list in the External Accounting ID drop-down field. This list is populated in step 4 above. If you do not see your QuickBooks Online Vendor name in the list, try going back and clicking on the Refresh Vendors button again to get the latest Vendor list from QuickBooks Online. Be sure to click the Save Changes button on the Vendor edit page to record this change.

Linking Client Accounts to a QuickBooks Customer

If you want QuickBooks to show revenue broken down by customer, you'll need to link each Discovery client account to its corresponding QuickBooks customer. This applies whether you're posting journal entries or syncing invoices directly — and it only needs to be done once per client. If you skip this step, your transactions will still post to QuickBooks successfully, just without a customer attached.

Any QuickBooks Online-connected tenant can link a Discovery client account to a QuickBooks customer. When Discovery sends a journal entry to QuickBooks for a client invoice or credit memo, each revenue line item will include the linked customer, allowing you to break down revenue by customer in your QuickBooks reports.

Step 1: Open a Client Account in Discovery.

Step 2: Locate the External Accounting Customer field and select the matching QuickBooks customer from the drop-down list.

Step 3: Click Save Changes.

If no QuickBooks customer is set on a client account, journal entries for that client will continue to post to QuickBooks successfully — no customer will be attached to the line items.

How to Post Journal Entries

Journal entries are the default method for sending fiscal data from Discovery to QuickBooks. Use this method if you want a summarized export of client invoices and payments without creating individual invoice records in QuickBooks.

1: Go to the QuickBooks Online > Journal Entries tab screen.
2: Click the Send Unposted Entries to Accounting System button.

Alternate Method: Syncing Client Invoices and Credit Memos

If you prefer to have individual client invoices and credit memos appear in QuickBooks rather than as journal entries, use this method instead. This option requires each client to be linked to a QuickBooks customer before invoices will sync.

Important Notes

This option is only available for QuickBooks Online users. It is not supported for QuickBooks Desktop.
If you switch back to the Journal Entries method, the Customers tab and client linking fields will be hidden.
Clients must be linked before their invoices can sync to QuickBooks. Unlinked clients will not sync.
Location sales taxes cannot be used with the Sync Client Invoices option. If any of your locations have sales taxes assigned, you will receive an error when attempting to enable the option: "You have locations with sales taxes assigned. You must remove them from those locations before turning on Sync Client Invoices With Quickbooks."

In addition to posting journal entries, Discovery now supports syncing client invoices and credit memos directly with QuickBooks Online. This option allows revenue to be tracked at the customer level inside QuickBooks.

1

Go to Settings > Accounting Integration.

Click on Sync Client Invoices with QuickBooks.
Choosing this option will display a new Customers tab on the Accounting Integration page.

2

On the Customers tab, you will see a list of QuickBooks Online customers, similar to how the Vendors tab displays vendors.

Use this list to confirm that your QuickBooks customers are available for linking.
If a customer does not appear, click the Refresh Customers button.

3

To ensure invoices sync correctly, each client in Discovery must be linked to a QuickBooks customer. See the Linking Client Accounts to a QuickBooks Customer section above for instructions.

4

Once clients are linked:

Invoices and credit memos sent from Discovery will sync automatically with the linked QuickBooks customers.
These transactions will appear in QuickBooks under the appropriate customer account.

If you have additional questions or need more in depth information, please feel free to send us a message using the help beacon in the lower right-hand corner.