How to Simplify your QuickBooks Online Integration

New Suggested Changes to the QuickBooks Online Integration (2025)

Why We Created the 1place Integration with QuickBooks Online

1. When we first created 1place we wanted to avoid 're-inventing the wheel' by re-developing the GL, Banking, AR, and AP functions that are already in QuickBooks Online.  The thought process was we will just make an integration to QuickBooks Online (which is very good at those processes) to handle those features and put our focus on making solutions for the long list of things QuickBooks Online is NOT good at (such as Inventory Management, Order Management, Warehouse Management, Customer Management, Document Management, etc)
2. We perceived that having your 'books' in QuickBooks Online would make it easier for you to work with Accountants that prefer QuickBooks Online, and want to be able to login to make changes to your QuickBooks Online file, in real time.
3. As an added bonus, we figured it would also make it 10x easier to get QuickBooks customers looking for a better Order, Inventory, and Warehouse management solutions.  

Why We Would Like to Change (Simplify) the QuickBooks Integration

• After we got deep into the Integration process we discovered a few very significant flaws in the QuickBooks Online API:
• When a 1place PO is synced into QuickBooks Online it does NOT put inventory into stock, does not have a Qty Received field, and does not 'cost' the items based on the item PO line item cost. All of this happens in a rather non obvious way when an AP Bill related to the PO is created.  You cannot see ANY details about how the Qty in Stock became the Qty in Stock in QuickBooks Online, where its stored, what the individual cost is for each Item Receipt, etc.  It’s sort of a black box.  On the other hand, 1place records and displays all of those details and more, per PO.  It is far superior at keeping track of the minute details of your inventory vendors, original PO, actual cost, bin location, warehouse, etc.
• When a 1place Invoice is synced into QuickBooks Online, it does NOT allow 1place to send the actual cost over with each Invoice line item. QuickBooks comes up with a cost for each line item using its own methods for costing the item, and is very difficult to determine how the cost was determined.
• Over the past 8 years of trying to perfect the QuickBooks Online integration we have encountered many, many random issues with the API, including:
• Inconsistent Invoice Totals (between 1place and QuickBooks Online).  (Sometimes its because an item in 1place  (that is also in QuickBooks Online) is rejected by QuickBooks Online.  Sometimes it's because the Taxes are calculated a little differently. Etc..)
• Inconsistent Invoice Costs. (As mentioned above, QuickBooks Online does NOT allow exterior programs like 1place to define what the actual cost is.  In many instances, based on black and white details in 1place, we know the cost created by QuickBooks Online is just flat wrong, but it will not allow us to change it).
• Inconsistent Invoice Tax Calculations.  (Sometimes QuickBooks will come up with a different Tax rate AFTER you have already charged the Customer and delivered the parts.  Many times QuickBooks will randomly charge taxes on line items that should not be taxed, and vice versa.  Another common issue is QuickBooks Online will randomly 'change' taxes. The QuickBooks tax system is just all over the board).
• Inconsistent Invoice Payments. (Sometime Invoice Payments refuse to properly sync over to QuickBooks Online.  Sometimes, after the Receipt has synced properly, the payment in QuickBooks Online will just disappear). 
• Inconsistent Credits.  (These issues are similar to the issues with the Invoices).
• Inventory Costs & Levels.  (As mentioned above, how the inventory levels and costs are derived is very cryptic and in most cases just not available).
• Then we had a Light bulb moment... You don't need all the hassle or the duplication in both systems.
• All of the integration features work 99% of the time.  But the final 1% (especially when there is no rhyme or reason) drives our customers crazy.
• If 1place can track the actual Invoice line item cost--to the penny--why are we relying on QuickBooks Online to come up with the final (obscure) cost?
• If 1place can track the actual inventory levels (and so many more details)--why are we trying to sync inventory levels with QuickBooks Online?
• Wanting to use QuickBooks Online to do certain functions (Banking, GL, AR, AP) we didn't create a Receive Payments screen (1 check applied to many invoices) or a Customer Statements screen.  Because of this, we needed to Sync Invoices into QuickBooks Online...and because of that we needed to sync Customers and Items into QuickBooks, and also Invoice Payments into QuickBooks. But...thankfully now now we don't.  We have created a very powerful Receive Payments screen in 1place, which replaces the need to use the Receive Payments screen in QuickBooks Online. We have also created a Customer Statements screen in 1place, which replaces the need to have Invoices in QuickBooks Online at all.  Now our customers can continue to do GL, Banking, and AP functions in QuickBooks Online, and do virtually everything else in 1place, including AR management.     

• Please contact your dedicated 1place Customer Service rep to make sure you have the latest 1place release that has the new Receive Payments and Customer Statements screens.  This will allow you to start using these screens in 1place rather than in QuickBooks online, which will remove the need to sync every Customer, every Item, every Invoice, and and every Invoice payment into QuickBooks online. 
• We recommend that you STOP syncing 1place Customers, 1place Invoices, 1place Credit Memo's, and 1place Invoice / Credit Memo Payments into QuickBooks Online.  You can do this by doing the following:
• Login to 1place with Admin or Accounting rights.
• Open the QBO Sync Center.  (Click the Green QB icon at the bottom of the navigation menu on the bottom left side).
• In the Section called: Sync With QuickBooks Online UNSELECT (UNCHECK) the checkbox next to Customers, Items, Purchase Orders, Invoices / Credits.  This will STOP the auto syncing of these types of records.  NOTE: We are NOT removing the 1place to QuickBooks Online Syncing of Customers, Items, Invoices, and Invoice Payments.  However, to simplify your processes, we suggest you STOP syncing these types of records into QuickBooks Online and follow the steps below instead.
• We recommend you (temporarily) begin manually posting a journal entry into QuickBooks Online once a month (or every day if you prefer) to record your Sales.
• This will make sure your Profit & Loss report reflects your Sales and Costs of Goods Sold.
• This will also make sure your Balance Sheet report reflects AR asset and Sales Tax liability increases, and Inventory valuation decreases.
• Please see 'How to Manually Post Daily Sales & Cash Receipts...' section below.
• We recommend you (temporarily) begin manually posting a deposit into QuickBooks Online each day, for the total of each type of payment you receive (and/or can verify is already deposited into your bank account, like for Credit Cards).
• This will make sure your Balance Sheet AR is reduced and your Cash balances are increased.
• Please see 'How to Manually Post Daily Sales & Cash Receipts...' section below.
• PLEASE ALSO NOTE: Later this year we will release 2 new screens in 1place to eliminate the need to do the 2 'manual' process above.  
• (Coming later this year) A new screen to post journal entries (from 1place) into QuickBooks Online with a few clicks.
• (Also coming later this year) A new screen to view all Invoice Payments, grouped by payment type, to make it easy to make 1 or more Deposits into QuickBooks Online to make it easy to match (and reconcile) your bank statements.

How to Manually Post Daily Sales & Cash Receipts Into QuickBooks Online....

Overview of How it Works 

• Record the TOTAL of your 1place SALES (for Month x) as a SINGLE JOURNAL ENTRY in QuickBooks Online sometime AFTER Month x (without having to SYNC each 1place Invoice into QuickBooks Online).
• Record the TOTAL of your 1place INVOICE CASH RECEIPTS (from Cash, Checks, Credit Cards, etc) received into 1place as a Bank Deposit in QuickBooks Online (every 1 or so days), without having to post each transaction(s), and without having to SYNC each 1place Invoice Payment into QuickBooks Online.

How to Record Daily (or Weekly) Cash Receipts (from 1place) into QuickBooks Online

Post Daily Cash Receipts as Deposits (Not Linked to Invoices), following these steps:

• To view or print your cash receipts data, go to 1place > Reports > AR / Collections
• To record a Bank Deposit in QuickBooks Online (for EACH actual deposit made into your Bank Account):
  
• Go to + New → Bank Deposit
• Choose the bank account where the money landed.
• Add each day’s total cash receipt for each TYPE of Cash Receipt (such as Checks) as a line item under "Add funds to this deposit":
• Received From: Use a generic customer name like “Daily Sales Receipts”
• Account: Choose Undeposited Funds (assuming you are going to make deposits as outlined below)
• Amount: Total collected that day for the TYPE you are depositing.
• For example:
• Suppose you have $1000 in Checks for the Day, and $2000 in Credit Card deposits (that you can see have been deposited into your Bank account):
• Follow the steps above to make ONE deposit for your Checks, and another separate Deposit for the total deposited into your account from your credit card merchant account.
• This will make it easier to reconcile your bank account at the end of the month.
• You don’t need to match this to individual invoices because you’re not using QBO for invoice-level tracking.
• If the deposit was already pulled in from bank feeds, just categorize it to the right income or clearing account and match it to your manual deposit entry.

How to Record Daily (or Monthly) Sales from 1place into QuickBooks Online

Post Daily (or Monthly) Sales as Journal Entries, following these steps:

• Generate a report in 1place called Invoices / Credits
• Go to Reports > Invoices/Credits > select Invoices/Credits
• Set the criteria to:
• Customer: All
• Group By: None
• Sort by: Ascending Order by Date
• Show Detail: No
• Warehouse: All
• Report Period:  Last Month (or the date range of the month you are need a Total Sales figures).
• NOTE: If the Total Cost is not appearing on the report, please click the Gear in the top right corner (while you are viewing the report) and make sure the Total Cost column is selected.
• In QuickBooks Online, go to + New → Journal Entry
• Use your sales data from 1place report above.
• Date: Enter the last day of the month for the date range selected on the 1place Invoices/Credits report.
• Enter the Journal Entry Debit and Credit LINE ITEMS:
• As an example: Lets suppose the the Invoices / Credits report shows these totals:
• Net Sales: $45,000
• Tax: $5,000
• Total Cost = $20,000
• Total Invoice Amount = $50,000 
• Use a clearing customer (e.g., “Daily Sales Summary”) if an AR Customer account is required by QuickBooks Online.
• You would then enter these line items:
• (Debit)  $50,000 Accounts Receivable (or “Undeposited Funds”) X account
• (Credit) $45,000 Sales Revenue account (or similar)
• (Credit) $  5,000 Sale Tax Payable account (or similar)
• (Debit)  $ 20,000 Cost of Goods Sold account (or similar)
• (Credit) $ 20,000 Inventory account (or similar)
• This will display your total Sales and Cost of Good Sold on your QuickBooks Online Profit and Loss Statement for x Month.
• This will also display the net changes to your Inventory, Equity, and Sales Taxes Payable on your QuickBooks Online Balance Sheet.