Connect to QuickBooks Online

Overview

This guide will walk you through establishing a connection required for the QuickBooks Online (QBO) integration. It is divided into three sections.

• Before You Connect
• Establish Connection
• Name QBO Applications

Section 1: Before You Connect

Preconditions

• The QuickBooks Online (QBO) connection requires basic authentication with an email address and a password in QBO. You must be a QBO administrator to set up the connection.
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Section 2: Establish Connection

Task 1: Paylocity Representative Generates Link

This Task will be completed by a representative from Paylocity while on a call with the Early Access customer. The steps in this section will need to be completed separately for each QBO company/application. 

• Step 1: On the left menu, click/expand Integration Management.

• Step 2: Click Apps from the drop-down menu.

• Step 3: Scroll down until you see each QBO application. Click the application icon or anywhere within the row where the QBO application is located.

• Step 4: You will be taken to the QuickBooks Online screen. Click the App Options button on the top right of your screen.

• Step 5: Select Generate Link from the drop-down menu.

• Step 6: A link will appear under the App Options button. Copy the link by highlighting the text, right clicking, and selecting Copy.

• Step 7: At this point, Paylocity will provide the link to the customer while on the call. 

Task 2: Early Access Customer Connects to QBO

This Task will be completed by the Early Access customer while still on the call with their Paylocity representative. The steps in this section will need to be completed separately for each QBO company/application. 

• Step 1: Paste the link into your browser. You will be prompted to complete a series of steps which will establish the connection between Cloudsnap and QBO. If you have more than one QBO company, select the company from the drop-down menu when prompted. Then, continue through the prompts.

• Step 2: Inform your Paylocity representative once you have completed the connection steps (you will see a screen that you successfully connected to Paylocity). 

Task 3: Paylocity Tech Services Confirms Connection in Cloudsnap

This Task will be completed by a representative from Paylocity while on the call with the Customer. 

• Step 1: After the Customer confirms that their credentials have been stored (Task 2), click the Test Connection button in Cloudsnap at the top right of your screen. If you are no longer on the QuickBooks Online page in Cloudsnap, follow Steps 1-3 in Task 1 of this section. 
  • If successful, a green checkmark will appear to the left of the Test Connection button. 
    • If the connection succeeds, this indicates that the QBO connection has been established, and the connection can be used for QBO workflows.
    • If the connection fails, check and correct the QBO credentials.

• Important Note: If there are multiple QBO companies, it is important to immediately move to Section 3 in order to name the recently connected QBO app before connecting another QBO app. Do not connect multiple QBO apps without completing Section 3 after each connection. 

Section 3: Name QBO Applications

• Step 1: Click the vertical ellipsis to the right of the recently added QBO application that has the green check mark and has not yet been renamed. 
  • Note: Once the QBO app is connected, the connection will be indicated by a green check mark. If the customer has multiple QBO apps/companies, it is important to name each app as soon as it is connected in order to avoid confusion about which QBO apps correspond to the QBO companies.
    • The first QBO app has already been renamed ("QBO - Test Company - 123456") and connected (indicated by the green check mark).
    • The second QBO app was recently connected (indicated by the green check mark), but has not yet been renamed. 
    • The third QBO app has not yet been connected nor renamed. 

• Step 2: Click Settings from the drop-down menu that appears.

• Step 3: You will be taken to the Edit App screen. In the first field (Name), name the QBO application according to the naming convention below.
  • “QBO” - <Company> - <Company ID>
  • Example:
    • Company: Test Company
    • Company ID: 123456
    • QBO Application Name: QBO - Test Company – 123456

• Step 4: In the Env field, select the Production environment from the drop-down menu.

• Step 5: Click the Submit button at the bottom right of your screen.

• Step 6: If the customer has multiple QBO companies, repeat Sections 2-3 for each company.