How to Enable QuickBooks Online Integration for Check Issuance
QuickBooks Online is an accounting vendor integrated with BriteCore to receive outgoing payment information to issue checks. With the “QuickBooks Online Check Issuance” integration, users can sync outgoing payments, including Return Premiums, Claims Payments, and Commission Payments (Manual only), directly from BriteCore to QuickBooks Online in real time. This guide will show you how to enable this integration with BriteCore.
The following steps are demonstrated in this how-to video.
Step 1: Verify Plan Support and QuickBooks Online Access
Before you enable the QuickBooks Online integration, verify that your QuickBooks plan supports the BriteCore integration and that you have access to QuickBooks Online portal. You will also need to ensure that you have the necessary QuickBooks Online credentials to connect to the integration.
If you do not already have a QuickBooks Online account, feel free to use the following referral link.
Step 2: Connect and Configure BriteCore Payment Types
Once you have confirmed your plan support and QuickBooks Online access, you will need to connect to QuickBooks and configure your BriteCore payment types to ensure that they match the payment types supported by QuickBooks Online. To configure your payment types, follow these steps:
- Log in to your BriteCore account.
- Go to the Settings menu and select Integrations.
- Find the “QuickBooks Online - Check Issuance” item and select it to Install.
- Enter your QuickBooks Online credentials and click Next.
- Enter the required information for mapping each payment type.
- Click Finish to save your changes.
Step 3: Enable the QuickBooks Online Integration
After you have configured your payment types, you can enable the “QuickBooks Online - Check Issuance” integration by following these steps:
- Log in to your BriteCore account.
- Go to the Settings menu and select Integrations.
- Select QuickBooks Online from the list of available vendors.
- Click Enable Policy Type.
- Follow the prompts to select the respective policy type(s).
- Select and save.
Step 4: Test the Integration
You can enable the integration within a test environment to ensure that it is working properly before using it in a production environment. To test the integration, follow these steps:
- Set up QuickBooks Online on a s’more.
- Create a test payment in BriteCore using one of the payment types you have configured for QuickBooks Online syncing.
- Verify that the payment is synced to QuickBooks Online in real-time and that the payment details are accurate.
Step 5: Troubleshoot Issues
Understanding Variable Widths in Templates
When creating templates for documents, it's important to consider the variable widths used. There isn't a fixed maximum width for variables, making it hard to predict the number of characters for each variable in the template string. While the Memo field can contain 4095 characters, only 30-60 characters will display on printed checks depending on print settings. 96 characters will display on a Transaction Detail report.
To address the issue of longer variables, follow these steps:
- Export the payment or invoice and check the memo field.
- If the memo is too long, directly edit it in QuickBooks Online.
- Return to BriteCore and adjust the template to match the new, shorter length.
Error Messages
The following error messages and descriptions may occur when using the integration. Please reach out to a BriteCore administrator if you receive the following error messages.
Generic Error Codes:
- Error INT-9902: Integration request failed to connect.
- The BriteCore application sent bad data to the integration (wrong type of data). It should be logged as a defect for Product Engineering.
- Error INT-9913: Integration request failed to connect.
- The BriteCore application sent bad data to the integration (a required field is missing). It should be logged as a defect for Product Engineering.
- Error INT-9918: Integration request failed to connect.
- The BriteCore application sent a huge payload to the integration. It should be logged as a defect for Product Engineering.
- Error INT-9920: Integration request failed to connect.
- BriteCore was unable to connect to the installed integration.
- Error INT-9927: Integration request timed out.
- The installed integration timed out.
- Error INT-9935: Integration response was not successful.
- The installed integration replied with unexpected failure.
- Error INT-9940: Integration response was not conformant to data schema.
- The installed integration replied with unexpected data (not a JSON).
- Error INT-9944: Integration response was not conformant to data schema.
- The installed integration replied with unexpected data (missing fields or wrong type of data).
QuickBooks Online-Specific Error Codes
- Error INT-1101: QuickBooks authentication failed.
- The QuickBooks Online login is no longer valid. The carrier admin needs to re-authenticate with QuickBooks Online by going to Settings > Integrations, finding the installation of “QuickBooks Online: Check Issuance”, clicking on “Configure Installation”, and finally in the popup window, clicking on the QuickBooks Online Authentication block to re-authenticate.
- Error INT-1107
- QuickBooks Online returned an error while processing the request, and the error message will be relayed.
- Error INT-1107: Invalid account type: Check your account details before you continue. You may need to select a different type of account for your transaction.
- It usually happens if the carrier admin has selected an Expense account to issue a check from, or a Bank account to categorize the expense. In the Configuration Wizard, both types of accounts are displayed in a single list, so please make sure that a Bank account is selected for a bank account, and an Expense account is selected for an Expense account.
- Error INT-1107: Business Validation Error: When you use Accounts Payable, you must choose a vendor.
- This happens if the carrier admin has selected “Accounts Payable” or its sub-account. The “Accounts Payable” account is special because QuickBooks Online requires a vendor to be selected on any payment under it. BriteCore’s check issuance integration is not linked to the vendors on QuickBooks Online, so is not compatible with this “Accounts Payable” account. The carrier admin needs to select a different Expense account.