V2 QuickBooks Integration Steps

Utilize our out of the box integration to map Customers and Products, send Transactions, and Push Journal entries from Ordway into your QuickBooks Online General Ledger.

The data and information sent from Ordway to QBO varies based on the configuration and setup for the integration. Therefore, you can pick and choose how the data is passed to QBO.

Contents

• Common Preconditions & Considerations
• Ordway to QBO Integration Options
• Limitations
• Connect QBO Account to Ordway
• Setup / Settings 
  • Map Customers
  • Map Chart of Accounts
  • Map Products
  • Map Journal Entries
  • Map Invoices
  • Map Credits
  • Map Payments
  • Map Refunds
• QuickBooks Webhooks
• Integration Status
• Disconnect Quickbooks Integration

Common Preconditions & Considerations

Taxes

If using Ordway Tax Tables or Avalara AvaTax and taxes are already enabled in QBO, you must enable Prevent Tax Calculation in QuickBooks in the Default QuickBooks Settings to prevent duplicate tax calculations.

QBO sync fails in the following circumstances: 

• An Ordway Customer has more than 100 characters in the email field.
• An Ordway Customer record is missing an http:// or https:// prefix in their URL.

Read more about resolving these issues here.

Preconditions

• User must have an active QBO account.

Considerations

Be sure to review all default mappings in QBO when establishing your Ordway integration. 

Ordway to QBO Integration Options

1. Export/Import Summary JEs

No automated integration. At month close, export the summary JEs from Ordway and import them into QBO.

2. Sync all JEs

Syncing all Ordway journal entries to QBO, but no actual transactions. Example: An invoice created in Ordway wouldn't sync to QBO, but the JE that is created from it does sync. The same applies for Payments, etc.

3. Sync all Transactions Plus Revenue JEs

When an Invoice, Credit, or Payment is created in Ordway, the integration automatically creates the corresponding transaction in QBO. If using Ordway’s revenue recognition functionality, the integration will also push over Revenue Journal Entries.

Note: When an Ordway Invoice is created using a product setup with Deferred Revenue, the Ordway Invoice debits Accounts Receivable and Credit Deferred Revenue. The corresponding item in QBO must have the Deferred Revenue account defined as the Income account to ensure the invoice posts accurately in QBO. QBO then receives the Revenue Recognition journals from Ordway. See additional limitations below. 

Limitations

Because Ordway must abide by the functionality QuickBooks supports around Invoices, Payments, Credits, and Refunds, certain limitations exist when syncing these transactions with QuickBooks rather than syncing only the transaction’s Journal Entries. Please note that these limitations are specific to sending transactions to QBO and are largely avoidable if transaction Journal Entries are sent to QBO instead.  

Syncing Transactions with QBO vs. Syncing Journal Entries

1. QBO does not support the Accounts Receivable account being defined at the item level. Please understand that the A/R account defined as the default in QBO is what every invoice from Ordway will post to in QBO. It’s important to match that default A/R account in QBO to the A/R account on the product set up in Ordway to keep the General Ledger in QBO synchronized with Ordway.
2. QBO does not respect the credit side of the Invoice transaction if it does not match the item’s Income Account set up in QBO. Regardless of the Invoice’s GL accounts in Ordway, QBO will default the credit side of the Invoice to the item’s Income Account. It’s important to match the item’s Income Account in QBO with the credit side of the Invoice transaction on the product and subscription charge in Ordway to keep the general ledger in QBO synchronized with Ordway. 
3. QBO does not respect the debit side of the Credit transaction if it does not match the item’s Income Account set up in QBO. Regardless of the Credit’s GL accounts in Ordway, QBO will default the debit side of the Credit to the item’s Income Account. It’s important to match the item’s Income Account in QBO with the debit side of the Credit transaction on the product and credit line item in Ordway to keep the general ledger in QBO synchronized with Ordway.
4. QBO does not support receiving payment fees when the payment is sent to QBO. You must manually reconcile fees and create a manual Journal Entry in QBO to record the payment fees. Ordway recommends running a custom report of Payments in Ordway to use while reconciling fees and creating the manual JE to make adjustments. 
5. QBO does not support invoice or payment reversals if the invoice or payment is dated in a closed period. Ordway supports these reversals when the reversal date is in an open period.

Syncing Customers to QBO

Sync of Customers from Ordway and Business Network Connection setting in QBO are incompatible. Have only one of those options enabled. This is to allow managing Customers from a single source.

Connect QBO Account to Ordway

Note: You can view and adjust Quickbooks settings prior to establishing sync functionality. 

Steps

1. In the left navigation menu of Ordway, click Setup > Integrations > Integration Settings. The Integration Settings page is displayed.
   
2. Under Accounting, locate QuickBooks Online and click Connect. The QBO login page is displayed.
   
3. Enter the credentials.
4. Once logged in, QBO requires your permission to connect the two applications. Click Connect to navigate back to Ordway to view the Setup for the integration.

Expected Results

1. The connection is successfully established. 

2. The CONNECT button changes to SETTINGS.
   

3. The QuickBooks Online - Integration Settings page becomes available.
   

Default QuickBooks Settings 

Now that the two applications are connected, decide which data objects to enable. Once enabled data can be sent from Ordway to QBO. When an object is disabled, new or changed data will no longer sync.

Note: Custom fields already in your QuickBooks account are displayed and available for mapping. 

Navigate to Default Settings

1. In the left navigation menu of Ordway, click Setup > Integrations > Integration Settings. The Integration Settings page is displayed.
2. Select QuickBooks Online. 
3. Click Default Settings from the QuickBooks Integration Settings page to define the following tax settings: 
   
   • Prevent Tax Calculation in QuickBooks - If using Ordway Tax Tables or Avalara AvaTax and taxes are already enabled in QBO, you must enable Prevent Tax Calculation in QuickBooks to prevent duplicate tax calculations. Enabling this feature will send Ordway Customers to QuickBooks as tax-exempt and will prevent QuickBooks from calculating additional taxes on Ordway Invoices. 
   • Credit Tax Item - Select the Ordway Product to be used when consolidating and sending taxes for the Credit transaction. This Product should be mapped to a QuickBooks item with the appropriate tax liability account defined as the Income account.
   • Invoice Tax Item - Select the Ordway Product to be used when consolidating and sending taxes for the Invoice transaction. This Product should be mapped to a QuickBooks item with the appropriate tax liability account defined as the Income account.

Configure Integration Objects

After establishing connection and default settings, configure each object individually.

Available objects:

• Customers
• Chart of Accounts (COA)
• Products
• Journal Entries (JE)
• Invoices
• Credits
• Payments
• Refunds

Objects can be enabled independently based on your integration strategy.

Understanding Integration Controls

Each integration object (for example, Customers, Products, Invoices, Journal Entries) includes standardized controls that determine how data is mapped and synchronized between Ordway and QuickBook.

Map and Sync

The Map & Sync option opens the configuration page for a specific object.

From this page, you must:

• Map records (Ordway → QuickBook)

• Map fields

• Enable synchronization

Mapping must be completed before enabling sync to ensure data is correctly aligned between systems.

Sync Toggle

The Sync toggle controls whether data is actively synchronized for that object.

When Enabled

• Data automatically syncs between Ordway and QuickBook.

• New records are pushed according to configuration.

• Updates to mapped records are reflected in the connected system.

When Disabled

• No new data is transferred.

• Existing configurations and mappings remain saved.

• Synchronization can be re-enabled at any time.

Disabling sync does not delete previously synced records.

Mapping Tabs

Each object includes mapping tabs that define how records and fields correspond between systems.

• Record Mapping → Matches Ordway records to QuickBook records

• Field Mapping → Maps header-level fields

• Line Field Mapping → Maps line-level transaction fields (when applicable)

Mapping defines how data fields correspond between systems. 

Map Customers

Customers sync includes three mapping areas:

• Customer Record Mapping
• Customer Field Mapping

To begin:

1. Enable the Customer Data toggle.
   
2. Click Map and Sync Customers. The Customer Data page is displayed.
   
3. Turn on Sync Customers toggle to sync customer data automatically from Ordway to NetSuite.
4. When enabled:
   • Existing customers in Ordway are synced to QuickBooks.
   • New customers created in Ordway are automatically pushed to QuickBooks.
   • Updates made to synced customers are reflected in QuickBooks (based on field mapping configuration).

Import or Export Option

When mapping a large number of customers,

1. Use the Import Customer Mapping and Export Customer Mapping options available under the More (⋮) menu in the top-right corner of the Customer Data page.
   
   • Export Customer Mapping (download active customers and mappings)
   • Import Customers Mapping (bulk update mappings)

Customer Record Mapping

Click the CUSTOMER RECORD MAPPING tab to map all customer records by selecting the appropriate QuickBooks Customer record in the right column that corresponds with the Ordway Customer Name field on the left.

• Use the Customers FILTER option to isolate specific Ordway records.
  
• The Show Unmapped Only toggle filters the customer list to display only customers that are not yet mapped to a NetSuite record.

Customer Field Mapping

1. Next, click the CUSTOMER FIELD MAPPING tab. Select the appropriate QuickBooks Customer Fields in the right column that corresponds with the Ordway Customer Fields on the left. 
   
2. Click SAVE when finished. 

Note: When creating new Customers in Ordway that need to be synced to QuickBooks, (Menu > Customer Accounts > Add), be sure to include the contact’s email address. This is a required field and you cannot proceed without it.

Map Chart of Accounts

1. Click Map and Sync Chart of Accounts to sync Ordway accounts with QuickBooks. 
   
2. Enable the Chart of Accounts data object to automatically sync new or updated Accounts to QuickBooks moving forward. 

Note: Be sure to map your Chart of Accounts properly before syncing Products in the next section.

The Chart of Account Data page is displayed with the below tabs: 

• COA Record Mapping
• COA Type Mapping
• COA Sub-Type Mapping
• COA Field Mapping

The Export Chart of Accounts Mappings file provides a list of all active Chart of Accounts and existing mappings available to populate the Import Chart of Accounts Mappings import template.

Chart of Accounts Record Mapping

Click the COA RECORD MAPPING tab, to map all Chart of Account Record fields by selecting the appropriate QuickBooks Account Name in the right column that corresponds with the Ordway COA Code and Ordway COA Name on the left. 

Chart of Accounts Type Mapping

Next, click COA Type Mapping tab and select the corresponding Quickbooks Classification for each Ordway Chart of Account Type. 

Chart of Accounts Sub-Type Mapping

Next, click the COA SUB_TYPE MAPPING tab and select the corresponding QuickBooks Account Sub-Type for each Ordway Chart of Account Sub-Type. 

Note: When mapping the QuickBooks Sub-type to an Ordway Sub-type, ensure they belong to a matching QuickBooks Classification / Ordway Type. For example, if the Cash subtype belongs to the Asset Type in Ordway, then it must be mapped to a QuickBooks subtype that belongs to the Asset Classification in QuickBooks. 

Chart of Accounts Field Mapping

1. Next, click the COA FIELD MAPPING tab and select the corresponding Quickbooks Account Field Name for each Ordway Chart of Account Field Name. 
   
2. Save when finished.

Add Custom Field Mappings

The COA FILED MAPPING tab allows you to create additional field mappings between Ordway and QuickBooks account fields.

To add a new mapping:

1. Click + Add.
   
2. In the Ordway Chart of Account Field Name dropdown, select the Ordway field you want to map.
3. In the QuickBooks Account Field Name dropdown, select the corresponding QuickBooks field.
4. Click Save. The newly added mapping is included in future synchronization between Ordway and QuickBooks.

Notes

• Only unmapped fields are available for selection.
• Multiple custom field mappings can be configured.
• QuickBooks fields displayed in the dropdown are retrieved from the connected QuickBooks account.
• Field mappings should be configured carefully to ensure data is synchronized to the correct QuickBooks account fields.

Map Products

Use the Map and Sync Products page to sync Ordway Products with QuickBooks. Enable the Products data object to automatically sync new or updated Products to QuickBooks moving forward. 

1. Click Map and Sync Products. 

Sync Accounts using the Export/Import feature (More > Export Product Mapping then More > Import Product Mapping) or manually by selecting the QBO Object Name corresponding to the Ordway Product in the Product Record Mapping tab. 

Next, click the Product Field Mapping tab and make any necessary adjustments.

Note: While the Ordway Product Invoice Posting - Credit account may not be an income account, it is important to leave this field mapped to the QuickBooks Income Account ID if syncing Invoice data from Ordway to QuickBooks. The Quickbooks Income Account ID drives the Credit side of the Invoice posting and will overwrite the Credit side of the Invoice as set by Ordway if these fields are not mapped to each other.

Save when finished. 

Map Journal Entries

Enable the Journal Entries data object to send any type of Journal Entry to QuickBooks. Use the Map and Sync Journal Entries page to define the types of Ordway Journal Entries to send to QuickBooks and map Journal Entry fields. 

Review the Transaction Types tab and select the types of Journal Entries to send to QuickBooks. To avoid duplicating the financial impact of a given transaction, it’s important to ensure either the transaction journal from this list OR the transaction data object is enabled. For example, Invoices should not be enabled from the Journal Entry Data object if the Invoice Data object is enabled in your QuickBooks integration. 

Next, click the Journal Entry Field Mapping tab and make any necessary adjustments.

Next, click the Journal Entry Line Field Mapping tab and make any necessary adjustments.

Save when finished. 

Map Invoices

Enable the Invoices data object to send new or changed Invoices to QuickBooks. Use the Map and Sync Invoices page to map Invoice fields from Ordway to QuickBooks.

Note: A maximum of three QBO Custom Fields can be mapped for Invoices. If there are more than 3 custom fields on the Ordway invoice, only the top three are available for mapping to QuickBooks. This is a QuickBooks limitation Ordway must comply with. 

Prerequisites

• QuickBooks Online integration must be connected and configured.
• Class and Department values must already exist in the connected QuickBooks Online account.
• Users must have access to QuickBooks Integration Settings.

Steps

Click Map and Sync Invoices. 

Review the field mappings on the Invoice Field Mapping tab and make any necessary adjustments. 

Enable Sync Draft Invoices? to send Ordway Invoices to QuickBooks while in a draft status. 

Next, click the Invoice Line Field Mapping tab and map the Ordway Invoice Line Field Name to the appropriate Quickbooks Invoice Line Item Field Name. 

Next, click the Negative Invoice Mapping tab and map the Ordway Negative Invoice Field Name to the appropriate Quickbooks Credit Field Name. 

Class and Department Mapping for Negative Invoices

You can map QuickBooks Class and Department values for Negative Invoices.

The available Class and Department options are automatically retrieved from the connected QuickBooks Online account and displayed in the mapping configuration.

Use these mappings to associate Negative Invoice transactions with the appropriate accounting dimensions in QuickBooks Online.

Next, click the Negative Invoice Line Mapping tab and map the Ordway Negative Invoice Line Field Name to the appropriate Quickbooks Credit Line Field Name. 

Class Mapping for Negative Invoice Lines

You can configure Class mappings for Negative Invoice Lines.

The available Class values are automatically retrieved from the connected QuickBooks Online account and can be mapped to supported Ordway fields.

Class mappings help maintain accounting dimension consistency when synchronizing Negative Invoice Line transactions to QuickBooks Online.

Save when finished. 

Credits

Enable the Credits data object to send new or changed Credits to QuickBooks. Use the Map and Sync Credits page to map Credit fields from Ordway to QuickBooks. Read more about integrating Credits with QBO.

Review the field mappings on the Credit Field Mapping tab and make any necessary adjustments. 

Next, click the Credit Line Field Mapping tab and make any necessary adjustments. 

Class and Department Mapping for Credits

You can configure Class and Department mappings for Credits and Class mappings for Credit Lines.

The available values are automatically retrieved from the connected QuickBooks Online account and displayed in the mapping configuration.

These mappings help ensure that Credits are synchronized with the appropriate accounting dimensions in QuickBooks Online.

Save when finished. 

Map Payments

Enable the Payments data object to send new or changed Payments to QuickBooks. Use the Map and Sync Payments page to map Payment fields from Ordway to QuickBooks.

Review the field mappings on the Payment Field Mapping tab and make any necessary adjustments. 

Save when finished.

Map Refunds

Enable the Refunds data object to send =Refunds to QuickBooks. Use the Map and Sync Refunds page to map Refund fields from Ordway to QuickBooks.

Note: Ordway Refunds will create Journal Entries in QuickBooks to accurately account for the refund and write-off process in Ordway. Read more. 

Review the field mappings on the Refund Field Mapping tab and make any necessary adjustments.

Save when finished.

QuickBooks Webhooks

Webhooks can be used to enter a journal entry into Quickbooks or your financial system as soon as it is created. Learn more about Webhooks. 

Integration Status

QuickBooks Integration Status is identified by a icon in both records and lists. Read more about Integration Status. 

Disconnect Quickbooks Integration

The QBO integration can be disabled at any time by using the Disconnect option from the main QuickBooks integration page in Ordway. 

Warning: Disabling the integration will stop the data sync between the data types that have been configured. All configurations are retained should you need to reconnect at any time. 

Disconnect the integration at the bottom of the main QuickBooks integration page.