QuickBooks Online integration

To enable QuickBooks Online:

1. Go to Settings.
2. Click the cog icon in the top right corner of your screen to access your Advanced company settings.
3. Select Integrations from the Advanced company settings menu.
4. Check the QuickBooks Online box.
5. Click Save changes.

After saving, you must authorize your account in the QuickBooks Online integration settings.

To navigate to the QuickBooks Online integration section of your FareHarbor Dashboard:

1. Go to Settings.
2. Select Integrations from the left navigation.

In the Integration section of your Settings, a QuickBooks Online tab will now appear.

To begin setting up your QuickBooks Online integration with FareHarbor, click the QuickBooks Online tab in Integrations under Settings.

Before you can proceed, you must first authorize FareHarbor to connect to your QuickBooks Online account. To do so, click Authorize Account.

Clicking Authorize Account will take you to a QuickBooks Online login screen where you will enter your login details and click Continue.

Once you have successfully logged in to QuickBooks Online, a message will appear on screening confirming that you have successfully authorized the integration with QuickBooks Online.

Mapping QuickBooks Online products to FareHarbor items

After you have successfully authorized FareHarbor to connect to your QuickBooks Online account, you may return to the QuickBooks Online integration tab in your Settings to begin mapping QuickBooks Online products to FareHarbor items.

In the QuickBooks Online integration tab, a table of FareHarbor items will appear alongside a dropdown featuring QuickBooks Online products. On the left, items already created in FareHarbor are listed.

To map FareHarbor items to QuickBooks Online products, select products from the dropdown lists in the QuickBooks Online column to their corresponding FareHarbor item.

Once you’ve selected the items to map, click Save.

Once a booking has been made in FareHarbor, an invoice will be created in QuickBooks Online with the following information:

• FareHarbor customer
• Billing address
• Invoice date: Date of the availability
• Description: FareHarbor Booking ID
• Service date
• Product/service
• Total amount
• Tax amount*

When logged into your QuickBooks Online account, you can access the invoice for a FareHarbor booking under Sales > Invoices. For a detailed view of an invoice, click View/Edit.

FareHarbor manages customer payments and releases funds through payouts. The QuickBooks Online integration tracks these payout transactions, providing transparency as to where and when funds are dispersed. Your sales dashboard in QuickBooks Online will display invoices and payments whenever a new booking is created by the customer.

Payout activities

The Deposits section of your QuickBooks Online dashboard will display payout information. The QuickBooks Online integration indicates when the funds have been successfully disbursed to your designated bank account. The payouts will be visible from Transactions > Chart of Accounts > Checking.

Cancellations

When a booking is created in FareHarbor, a corresponding invoice is created in QuickBooks Online. When you or the customer cancel the booking in FareHarbor, an updated private note containing the FareHarbor booking identifier number will be added to the original booking invoice.

Rebookings

After a booking is cancelled, it can be rebooked in FareHarbor. When a booking is rebooked in FareHarbor:

• The original invoice linked to the canceled booking is voided.
• A new invoice is then created in QuickBooks Online to match the new booking in FareHarbor.

Refunds

When a booking is refunded, a credit memo is generated in QuickBooks Online. More information on credit memos can be found in the QuickBooks Online Support center. When the payout occurs in FareHarbor:

• A deposit for all the payments associated with the payout is created in QuickBooks Online.
• A refund receipt is generated in QuickBooks Online for all refunds associated with the FareHarbor payout.

You may choose to send booking totals from FareHarbor to QuickBooks Online, either with taxes included or without taxes included. When taxes are not included in the booking total sent to QuickBooks Online, QBO will automatically calculate the tax for the booking.

Payout amounts sent to QuickBooks Online reflect the net amount after fees. This solution better matches the actual payout amount.

The following FareHarbor features are not yet supported by the QuickBooks Online FareHarbor integration:

• Customer type breakdown
• Expenses and discounts
• Custom fields
• Gift cards
• Multi-tax

Where in QuickBooks Online can I find the transactions coming from FareHarbor?

You can find FareHarbor transactions on the Sales page of your QuickBooks Online dashboard on the Invoices tab. Under Invoices, transactions coming from FareHarbor will display “FareHarbor” in the Customer column.

Can I view affiliate invoices in QuickBooks Online with this integration?

It is not currently possible to view affiliate invoices in the QuickBooks Online integration.

Is a tax breakdown from FareHarbor sent to QuickBooks Online?

No, a tax breakdown is not sent from FareHarbor items to QuickBooks Online products. The total booking amount, without a tax breakdown, is sent from FareHarbor to QuickBooks Online. Taxes charged in FareHarbor are included in the total sent to QuickBooks Online.

What does the due date represent?

Due dates are not defined by FareHarbor. The assigned due date is a default value of 30 days from the invoice date.

After setting up QuickBooks Online can I disable the integration? Will this action delete all bookings and payouts information that has already been collected?

When you disable the QuickBooks Online integration, FareHarbor will not send any further booking, payment, or payout data to your QuickBooks Online account. The action will not erase previously-sent booking and payout information.