Connecting to QuickBooks Online (QBO)

Artisan POS versions 4.9.225 and later can connect directly to QuickBooks Online (QBO) to export daily accounting data, Vendor Invoices, and Consignment Statements. This article explains how to set up the connection initially.

For earlier Artisan versions, see Connecting to QuickBooks Online.

Details on how to configure accounts and export data, once the connection is established, are described in this article:
Artisan POS works with QuickBooks

This article is part of a series on using Artisan with External Accounting Programs, such as QuickBooks. For the full series, see Working with External Accounting Software.

Intuit and QuickBooks are registered trademarks of Intuit Inc. Used with permission.

Connecting to QBO

First, make sure the QuickBooks Online Accounting feature is enabled (set to Yes), in the Optional Features section of your Configuration Settings (Program Options):

QuickBooks Online integration requires the QuickBooks Online Connector license, which may require a separate purchase.

Next, go to Business & Financial Settings => External Accounting Package Settings. Change the “Accounting Program” selection to “QuickBooks Online (QBO)”, then press the “Connect to QuickBooks Online” button:

This will open a web browser to complete the connection. Unless you’re already logged into QBO, the first page you see will be the Intuit (QuickBooks) login page:

Complete the login process as usual for logging into QBO.

If this is the first time you’ve connected your QuickBooks company data to Artisan, you’ll then see a connection approval page like the following:

Press “Connect” to approve the connection.

Finally, you’ll see an “Authorization Successful” page, which you can close and return to Artisan. (This might be the only page you see, if you’re already logged into QBO and have connected Artisan previously.)

Artisan will display a connection confirmation and will display your QuickBooks company name.

The number in square brackets is QBO’s ID for your company data (sometimes called a Realm ID).

You’re all connected! Now you can proceed with the rest of the External Accounting Package Settings if needed, and export data as usual, via Accounting => Sales Exports => Export Sales Summaries to Accounting Package (or automatically at Day-End, if so configured).

If you’ve just changed from a QuickBooks Desktop integration to QuickBooks Online, most of the rest of the settings should already be set correctly.

Disconnecting from QBO

If you ever need to disconnect Artisan from your QuickBooks Online data, just go to Tools => Options => Business & Financial Settings => External Accounting Package Settings and click on “Disconnect from QuickBooks Online”.

You can disconnect and reconnect at any time. No information will be lost.