QuickBooks Online Integration

The accounting module is integrated with QuickBooks Online through a real time connection.

This is designed to eliminate double entry, as double entry increases the chances of human error. This will ultimately save time and will allow the Property Manager to become more efficient with reconciling financial data.

This integration will sync selected transactions that have been processed in CiiRUS, including accounts payables and accounts receivables.

Currently, CiiRUS One connects to QuickBooks Online and the CiiRUS Windows App connects to any Windows Version of QuickBooks.

Our integration to QuickBooks Online or QuickBooks for Windows, will export:

  • Guest Payments
  • Owner Payments
  • Bill Payments to Vendors and/or Utility Providers

Prior to syncing these items, there are three steps to complete in order to successfully connect the CiiRUS system to the QuickBooks Online:

  1. Map the Chart of Accounts
  2. Map the Owners
  3. Map the CiiRUS Contacts and Vendors

Again, these items must be configured to their full entirety in order to correctly export all bill payments, owner payments, and rental payments to the QuickBooks bank account.

Let’s get started with the connection.

 

Connecting CiiRUS to QuickBooks Online

To begin, login to CiiRUS One by going to portal.ciirus.com and enter your CiiRUS Company Username and staff password.

Also, open and login to your QuickBooks Online Account within the same browser. Please ensure that your bank account is set up in your QuickBooks Profile.

In CiiRUS One, go to:

  1. Accounting Functions
  2. QuickBooks Online
  3. QuickBooks Settings
  4. To establish the connection, simply click on “Connect to QuickBooks”. This will redirect to the QuickBooks Profile and will let you know once the connection has been established.
  5. Enter the Start Date that you started using the QuickBooks Module in CiiRUS. This prevents deposits before that date from showing up for exporting to QuickBooks.

Create QuickBooks Items

Certain standard items must be created in QuickBooks which can be done automatically using the ‘Create’ option. This only needs to be done once before using the QuickBooks Module.

  1. Customer called ‘Customer': All deposits from guests will be assigned to this customer in QuickBooks
  2. Vendor called ‘Owner’: This is used if you select to export owner payments to a single QuickBooks vendor
  3. QuickBooks Accounts:   Advance Deposit, Security Deposit and Payments from Owner Accounts. These are used when exporting guest and owner payments to QuickBooks. The advance deposit and security deposit accounts will automatically be configured in QB as ‘Long Term Liability’ accounts and the Payment from Owner account will be seen in QuickBooks, as ‘Income’ account.
  4. Payment Types: Card, Wire and Other. These are used when exporting guest payments to QuickBooks.
  5. After checking each box, click on “Create
  6. A green pop-up will appear to indicate that the items were successfully created within QuickBooks.

QuickBooks Bank Account

All configured bank accounts within QuickBooks will appear in the drop-down. Before running an export over to QuickBooks, the applicable bank account must be specified to which the transactions will export in to.

Export CiiRUS Owner to Matching QuickBooks Vendor

There are two options of mapping CiiRUS Owners to QuickBook Vendors.

  1. The first option: To Single QB Vendors. Any type of owner payment will be assigned to one QuickBooks Vendor. This one QuickBooks Vendor will represent all owners in the CiiRUS System.
  2. The second option: To Matching QB Vendor

 

Mapping Owners to Vendors

The owners in CiiRUS must be mapped to a corresponding vendor in QuickBooks.

To do so, go to:

  1. Owners & Homes
  2. Owners
  3. The system will auto link the owner to QuickBooks once the connection is established. “Yes” within the “Linked to QB” column means that the owner has automatically been mapped to QuickBooks.
  4. If the system does not automatically map the owner, click the 3 dotted icon and select “Export to QuickBooks”

Mapping Owner Account Categories to QuickBooks Chart of Accounts

As mentioned above, the only types of transactions that are exported to QuickBooks are Rental Payments, Payment to Owners, Payments from Owners, and Bill Payments.

For these types of transactions, the relevant CiiRUS Owner Account Category must be mapped to a corresponding QuickBooks Chart of Account.

To map the Owner Account Categories:

  1. Click “Configure
  2. The window will display the CiiRUS Owner Account Category.
  3. Click the “Edit” icon and for each category, choose the corresponding QuickBooks chart of account in the column to the right, if it’s already created in QuickBooks.

If the Chart of Account Category does not already exist within your QuickBooks account, the Owner Account Category can be exported from CiiRUS.

To do so:

  1. Select each Owner Account Category by checking the box
  2. Click “Export to QB”. This will create a matching QuickBooks account and associate it with the appropriate Owner Account Category.
  3. Click “Save”

The system will auto-map the Owner Account Category into QuickBooks which can be viewed within the Chart of Accounts in QuickBooks.

Map CiiRUS Contacts to QuickBooks Vendors

Each vendor in CiiRUS, must be mapped to a corresponding QuickBooks Vendor.

To do so, go to:

  1. Remain in the QuickBooks Online Menu
  2. Click on Contact Links
  3. The CiiRUS contact will appear. Click the drop-down menu within the “QuickBooks Vendor ID” column to specify the vendor from QuickBooks.

If the vendor is not already configured in QuickBooks, but is created in CiiRUS, the contact can be exported to QuickBooks to eliminate double entry,

To do so,

  1. Click the checkbox to select the applicable contacts to export
  2. Click “Export to QuickBooks”
  3. The system will auto-map the CiiRUS contact to the new QuickBooks Vendor

If the vendors are already configured in QuickBooks, but not in CiiRUS, they can be imported into CiiRUS, to again eliminate double entry.

  1. Click “Import from QuickBooks:
  2. Select the applicable vendors to import
  3. Click “Import”

Exporting Transactions

Once the Chart of Accounts, Owners, and Contacts and Vendors have been mapped, the configuration is successful, and transactions can now be exported to QuickBooks.

Please ensure that the QuickBooks bank account is selected before running the export.

Guest payments, owner payments, and bill payments can be exported into QuickBooks.

Export Deposits

To export deposits, which are the accounts receivables such as payments from guests and owners, go to:

  1. Accounting Functions
  2. QuickBooks Online
  3. Export Deposits
  4. Specify the applicable date-range from the calendar date pickers
  5. Or show all entries that have not been exported, regardless of the date range.
  6. Click “Refresh” to load the transactions.

This table displays all receivables such as payment applied to a booking from a guest, or any payments from an owner that’s been categorized as “Payment from Owner” in their owner account, that are ready to be exported to QuickBooks. The table also displays the date that the payment was processed, name of the guest or owner, type of account, the amount, payment type and the payment method.

  1. Select the applicable transactions using the check-box in the first column and
  2. Click “Export” and then “Yes” to confirm. A green pop-up will appear to indicate the export was successful.

Exports can be done on a daily, weekly, or monthly basis.

To view the exported deposits in QuickBooks, select the bank account from the dashboard page to open the connected bank register and see the exported transactions.

Export Checks / Bill Payments

To export any type of bill or utility payment processed within the Bill Payment Module in CiiRUS, go to:  

  1. Accounting Functions
  2. QuickBooks Online
  3. Export Checks / Bill Payments

The table displays the date the bill was paid, the vendor, the check number, payment method, the amount and if the bill or check was voided.

Please note, only the bills that have been marked as paid will appear in the table to export.

  1. Select the applicable transactions using the check-box in the first column
  2. Click “Export” and then “Yes” to confirm. A green pop-up will appear to indicate the export was successful.

To view the exported deposits in QuickBooks, select the bank account from the dashboard page to open the connected bank register and see the exported transactions.