QuickBooks | Solvimon | Documentation

Connect Solvimon to QuickBooks Online to import your customers, billing entities, and products, and to automatically sync finalised invoices to QuickBooks for accounting and revenue recognition reports.

Prerequisites

An active QuickBooks Online account.
To recognise revenue over the service period, a QuickBooks Online Advanced subscription. Revenue recognition is an Advanced-only feature; on lower tiers invoices still sync, but QuickBooks will not build a recognition schedule from them.
The products you bill for created as items in QuickBooks, so they can be imported into Solvimon and mapped to revenue items.

Every finalised invoice Solvimon sends carries a service-period start and end date per line. QuickBooks Advanced uses those dates to spread revenue across the period. This is what turns a single invoice into a monthly recognition schedule, so the dates matter more than any manual setup in QuickBooks.

Connect Solvimon to QuickBooks

Connect your QuickBooks account

In Solvimon Desk, go to Menu → Settings → Integrations → QuickBooks and click Connect to QuickBooks. You’ll be redirected to Intuit to authorise the connection.

Log in with your QuickBooks (Intuit) account and grant Solvimon access to the company you want to sync. After authorising, you’re returned to Desk and the integration is active.

Configure and enable workflows

Once connected, open the configurations tab to enable the workflows you want to run against your QuickBooks company. The supported out-of-the-box workflows are listed under configuration; if you don’t see the one you’re looking for, reach out to your account manager or our support team via your dedicated Slack support channel.

You can disconnect the integration at any point from Desk.

Data flow

Customers, billing entities, and products are imported into Solvimon on demand from the workflow list in Desk. Once you finalise an invoice, it is pushed to QuickBooks automatically.

Workflow	Direction	Trigger
Import customers	QuickBooks → Solvimon	Manual
Import billing entities	QuickBooks → Solvimon	Manual
Import products	QuickBooks → Solvimon	Manual
Export invoices	Solvimon → QuickBooks	Automatic, on invoice finalisation

Import customers

You can import your customers from QuickBooks into Solvimon to speed up onboarding. Each QuickBooks customer is created as a Customer in Solvimon, together with the contact and address details held in QuickBooks.

QuickBooks does not always hold a country on the customer record. A country is required before a customer can be used in subscriptions and invoicing, so review imported customers and complete any missing country before you subscribe them to a plan.

Import billing entities

You can import your QuickBooks companies as Solvimon billing entities, so invoices are issued from the correct legal entity.

To be valid for subscriptions and invoicing, a billing entity needs a name, tax ID, and a complete address (first line, postal code, city, and country). Review imported billing entities and complete any missing details.

Import products

Items configured in QuickBooks can be synced to Solvimon. They are created in the product catalog under the category QuickBooks Item Imports, alongside the Products and any other ERP item imports (such as Exact Item Imports).

An imported item is a reference to the QuickBooks item; it does not yet carry a price. You give it commercial meaning in Solvimon by attaching a revenue item, as described in Set up products and pricing.

Export invoices

Whenever an invoice is finalised in Solvimon, it is pushed to QuickBooks automatically as a sales transaction against the matching customer.

Each product on the invoice becomes a line item, with its quantity, unit price, amount, and tax. Solvimon also sends the service-period start and end date for every line, which QuickBooks Advanced uses to build the revenue recognition schedule.

The customer must be linked between the two systems for the export to land on the right record. Importing customers from QuickBooks, or letting Solvimon create the customer on first sync, keeps that link in place.

Set up products and pricing

Before you can invoice, the items imported from QuickBooks need to be turned into priced products in Solvimon. The steps below apply to any plan, whether it is a recurring flat fee, a usage-based charge, or a combination of both.

Create the items in QuickBooks

In QuickBooks, create the products you sell as items, each with a price. These become the source items you import into Solvimon.

Import your QuickBooks data into Solvimon

In Desk, open the QuickBooks integration and run Import Customers, Import Billing Entities, and Import Products. Your QuickBooks customers appear as Solvimon customers, and your QuickBooks items appear under Product catalog → Products on the QuickBooks Item Imports tab.

Add a revenue item to each imported item

Open an imported item and add a revenue item to define how it is charged:

For a recurring charge (such as a licence or subscription fee), add a recurring flat fee product item.
For a usage-based charge, add a usage-based product item and link it to a billing metric that counts the underlying usage.

New product items start in Draft. Activate each one so it can be used in pricing.

Create a pricing plan

Go to Pricing → Pricing plans → Create a pricing plan and add the products you just configured, for example:

A recurring flat fee billed in advance for a fixed period (such as an annual licence).
A usage-based element charged per unit for metered consumption.

Activate the plan.

Invoicing and syncing

With the subscription live, usage flows through to QuickBooks like this:

Ingest usage. Send usage events for the customer through the Events page or the Event API.
Review the invoices. A recurring charge is invoiced up front for the full period, while usage-based charges are invoiced per billing period at the metered rate.
Finalise. Invoices finalise automatically at the end of each billing period. You can also finalise manually in Desk for testing.
Sync. On finalisation, Solvimon pushes the invoice to QuickBooks automatically, where it appears under Sales → Invoices with its line items and service-period dates.

Revenue recognition

Revenue recognition is available across Solvimon’s ERP integrations; QuickBooks Advanced is one way to run it. Solvimon also offers its own revenue recognition and deferred revenue reports, so you can track recognised and deferred revenue directly in Solvimon, independent of your ERP. Because Solvimon sends the service-period dates on every invoice line, QuickBooks can recognise revenue over the correct period without manual entry.

Before recognition works, set it up once in QuickBooks under Revenue recognition → Manage settings → Manage templates. There you define the recognition method and assign a recognition template to each product, so QuickBooks knows how to recognise the revenue for the products Solvimon syncs.

Recurring and usage-based revenue then behave differently:

Recurring revenue is deferred and recognised over time. A charge invoiced up front is held as deferred revenue and recognised straight-line across the service period. An annual licence of €1,200 invoiced on 1 January recognises €100 each month, with the deferred balance winding down from €1,100 to €0 over the year.
Usage-based revenue is recognised immediately. Usage is billed after it has been delivered, so there is nothing to defer. The full amount is recognised in the billing period, booked straight from billed to recognised.

The schedule is driven by the service-period dates on each invoice line: dates that span a period are deferred and spread, dates within a single billing period are recognised at once. The same logic drives Solvimon’s own reports, so the two systems agree.

Recommended workflow

To get the most value from the integration:

Import your customers, billing entities, and products from QuickBooks into Solvimon.
Add revenue items and pricing to the imported products, and subscribe customers with the QuickBooks billing entity selected.
Ingest usage and let Solvimon generate draft invoices.
Review and edit invoices in Solvimon Desk as needed.
Finalise invoices; they sync to QuickBooks automatically.
Review recognised and deferred revenue in QuickBooks Advanced, cross-checked against Solvimon’s revenue recognition report.

Synchronisation is trigger-based by default. If you need custom triggers or flows, reach out to your account manager or our support team via your dedicated Slack support channel.