QuickBooks Online Authentication & Profile Creation

You will need a QuickBooks Online Profile and activate Authentication so Ascend is authorized to integrate with your online account. Your Ascend HQ MUST have the Ascend HQ Bookkeeping User Permission enabled in the Ascend RMS Client prior to proceeding with setup. 

Open Ascend HQ

Go To Settings > Credentials 

Expand QuickBooks Online Menu

From the drop-down, select the Location(s) you want to assign to your QuickBooks Online Account.

Click the Authorize Button to launch a QuickBooks Online sign-in window

Once you log in and choose your Company, you will be returned to an Ascend HQ Credentials transition page.

Once you see the Authorized header you will be able to use the Chart of Accounts Syncing feature, followed by having full access to the Scheduled Reports & Exports QuickBooks Online Destination Option.

Clicking the Refresh Button will return you to the original flow to authorize or deactivate another Company/Location.

Chart of Accounts Syncing

Setup your Chart of Accounts in QuickBooks Online to sync with Ascend HQ.

Open Ascend HQ

Go To Settings > Integrations > Accounting Services > Menu

Expand the Manage Chart of Accounts Menu

Click Sync

Choose the Location you would like to sync with QuickBooks Online

You can confirm the Chart of Accounts was synced up with QuickBooks Online by accessing the Bookkeeping Configuration Menu and viewing any of the settings within it.

Journal Entry Exports

Once you have your QuickBooks Online profile(s) created, authentication active, and your Chart of Accounts is configured, you can export Journal Entries to QuickBooks Online.

Open Ascend HQ

Go To Settings > Scheduled Reports & Exports > General Ledger Summary > Delivery Method

QuickBooks Online will trigger an email notification if there are issues.

You can confirm the export was successful and you are not exporting overlapping or duplicate Reporting Periods by viewing the Ascend HQ Scheduled Reports & Exports History Status.

Important things to know 

• Set Up Ascend as a User: When you’re setting up QuickBooks Online, remember to add “Ascend” as a user. This Ascend user must have company admin permissions in order to authorize the connection with Intuit.
• Account Numbers Are Key: You’ll need account numbers for everything to work smoothly. If you’re not sure how to set them up, there’s a guide in QuickBooks Online that can help. If you ever change an account number or name, update it in Ascend HQ too.
• Keep Things Synced: It’s always best to make sure Ascend HQ and QuickBooks Online are up to date and synced.
• Scheduled Reports & Exports: You can’t separate reports by location or date in Ascend HQ when you’re using QuickBooks Online.
• Time Zones Matter: When you export accounting data times will be in your time zone, not the store’s.
• Multi-Store Scheduling: If you’re scheduling several locations, group them by time zone. If locations are in different time zones, base your schedule on a store that ends its business day last.
• Permissions and Authorization: To use the QuickBooks Online export feature, you need to be granted ‘Ascend HQ Bookkeeping’ permission and complete the QuickBooks Online Authorization.
• Alignment is Crucial: Make sure your QuickBooks Online and Ascend HQ accounts are set up correctly. If you’re unsure, a tax accountant or bookkeeper can be your guide.
• Updates and Changes: If you add or change something in Ascend HQ, check QuickBooks Online for the update.
• Separate Custom Payment Types: This function is a special feature you can only use in Ascend HQ.

KB24-011