This guide will explain how to integrate Quickbooks on Deel. With this integration, any invoices and expenses generated and submitted through Deel can be synched to Quickbooks. This integration enables synching for:
- EOR and freelancer invoices
- Invoice PDFs and expense documents
- Bill payments
In this article you will find:
Connecting QuickBooks to Deel
✅ Step 1 - Launch the integration process
Select Apps & Perks from the navigation menu. Click the Integrations tab, and locate Quickbooks in the Accounting section. Click Connect to begin.
You may be redirected to authenticate your QuickBooks account. After you sign-in, click Connect to conitnue.
✅ Step 2 - Choose your entity
Select the entity from the drop-down menu and click next.
✅ Step 3 - Specify your QuickBook's account to use with each bill
If you want to use One Account For All your expenses, choose from the drop-down list of available QuickBook accounts.
Advanced users may choose to map different expense types in QuickBook to Deel. To map your expenses, select Per adjustment type and click start mapping. You can drag and drop QuickBook Expense Accounts to match them to corresponding Deel invoice types.
PLEASE NOTE that you can choose to map expense accounts split by team later through the Settings menu of your integration.
When you have finished click Continue.
✅ Step 4 - Sync your contracts
If you want to automatically sync all new contracts with your integration you can enable that feature now.
✅ Step 5 - Enable multi-currency setup
Deel recommends that you enable multi-currency on QuickBooks in order to prevent errors. If this is not already setup, log in to QuickBooks and follow these steps to enable it:
- Go to Settings
- Select Account and Settings
- Select Advanced
- Select Edit ✎ in the Currency section and choose your Home Currency
- Select the Multicurrency checkbox and confirm that you understand this option cannot be undone.
- Select Save and Close
Return to the Deel Integration console and click Refresh.
When you have completed these steps click Complete Setup to finish the integration process.
✅ Step 6 - Link contractors and entities to vendors
To begin synching invoices, payments, and related PDFs you need to link your contractors and Deel billing entities to Vendors in QuickBooks. From the QuickBooks integration console, select the Contractors tab.
Select Not Linked and choose the contractors to be linked. Then click Link.
A pop-up will appear explaining explaining how Deel matches contractors to entities. Review and then confirm by clicking Yes, Link.
When linking is complete, a confirmation message will appear. This may take a few minutes.
Congratulations! Your QuickBooks integration is ready!
Managing your QuickBook Integration
To manage your integration settings and other features return to the QuickBooks integration console in Apps & Perks.
Supporting Quickbooks Class-mapping allows clients that need additional granularity to set a class option on contractor and default level. In order for the options to appear on Deel's integration, you will have to first configure them for Class on you Quickbooks tenancy.
Setting up categories
To map an existing tracker category in QuickBooks to Deel, the client can do this on a default level or on the contractor level.
- In Deel, go to Integrations and head to QuickBooks and the Settings tab.
- There will be a Default categories card. If you have classes set up in your QuickBooks account, they will be pulled through to this card. You will also be able to see sub-classes.
- As a standard, they will be set to 'Not specified', which is the default level.
- You can select a default option, either a class or a sub-class, which will then automatically be applied to all contractors whose invoices are being pulled via Deel, unless you choose to configure the class on an individual contractor level.
If you want to set up configurations on a contractor level, you will have to do so on a one-by-one basis. To do this:
- Go to the Contractor tab and select a contractor from the list.
- In the card that appears on the right hand side, you will see the available classes that can be configured.
- Click on the Class category to select which option you would like it to map to. This will then remove the default mapping and change it to their individual class setting. Any invoices from this contractor going forward will then be linked to this class.
Frequently Asked Questions
How can I disconnect QuickBooks?
Easy! Go to Apps & Perks in the navigation menu and select Quickbooks to return to the integration console. You can locate the disconnect option under Advanced Settings. Follow our step-by-step guide to Disconnecting QuickBooks from Deel.
What if the person who set up the integration leaves?
You can set up an email notification to go to several inboxes so if someone is off, or has left the organization, there isn't a single point of failure.
Do I get notifications if there is an issue with the integration?
You can view errors under the Error tab in the integration console. You can also set up email notifications from the Settings tab.
How do you handle invoices in multiple currencies?
We now support changing of invoice currency on Quickbooks, but this means we will create a new vendor in Quickbooks to match the currency of any invoice we are sending to your Quickbooks. This will ensure that invoices always get synced even if a currency setting or invoice currency changes. If you did not enable multi-currency during the set-up, you can do this from the Settings tab in the integration console. Follow these steps to enable multicurrency in QuickBooks.
How do Deel Accounting Integrations work?
Once an invoice has been paid, Deel will sync a bill to your accounting system. As most invoices issued to you will be in a currency different to that of your payment currency, we will only know the final amount upon payment.
How does Deel manage vendors in your accounting integration?
Upon setup, you will need to link all invoicing entities (contractors, EOR entities and Deel LLC) to vendors in your system. We will link to an existing vendor based on email. If no vendor is found, we will create and link a new vendor.
When I hire new contractors will they be linked to vendors automatically?
Yes! You’ll be able to enable this setting during the setup process. This happens when an EOR or contractor agreement is signed by both parties.
Do Deel accounting integrations support multi-entity?
Yes! We support multi-entity, however, we will need you to reach out to your Customer Success manager to set this up.