ZenHR’s Native Integration with QuickBooks
Intuit QuickBooks is financial management software approved by accountants and a game-changer for small and medium businesses. QuickBooks helps track expenses, customize invoices, run reports, and more all in one place. It delivers a range of widespread reports to fully view your business’ financials with customized details that matter to you.
ZenHR’s native integration with QuickBooks allows you to:
Store and transfer employee data and updates.
Customize journals created on the organization and employee levels.
Create off-cycle and provision journal entries.
Send payroll data as journal entries from ZenHR.
Sync GL accounts from QuickBooks to ZenHR.
How to
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Activate
Activating the QuickBooks Integration on ZenHR:
In order to activate the Quickbooks integration, you first have to generate the needed API key to proceed with the integration process.
To generate the API key, follow these steps:
Click your user icon in the upper right corner and go to System Preferences > Integration Setup > API Keys.
On the API keys list page, click the “Add” button.
Add the integration key Name and Permissions.
Select “OAUTH2”.
Insert your QuickBooks account Key and Secret.
Insert your Client ID and Client Secret.
Then click “Update”.
After creating the QuickBooks API key:
Click “Edit”.
Activate OAUTH2
Then replace the Key and Secret from your QuickBooks account.
QuickBooks Integration Setup:
Click your user icon in the upper right corner and go to System Preferences > Integration Setup > Financial Integrations > QuickBooks Setup.
Step 1: Select your API key.
Step 2: Click “New Token” to generate your connection credentials by accessing your QuickBooks account.
Step 3: Click “Activate” to transfer employee information from ZenHR to your QuickBooks account.
Step 4: Activate Journal Entry.
Then you will be able to set up the way that your salaries journal will be created and how the voucher will be matched, with the following options:
Use clearance accounts to match debit and credit: Yes or No
Generate a new journal for company contributions: Yes or No
Journal type: Summary or Detailed
Group by (If Journal type: Summary was selected).
Create a new journal for each group (If Journal type: Summary was selected).
Adding QuickBooks GL Identifiers:
To add Payroll GL Accounts:
Click your user icon in the upper right corner and go to System Preferences > Financial Setup > Payroll Setup.
Enter the relevant details under Gl Accounts.
Then click “Update”.
To add Financial Transactions GL Accounts:
Click your user icon in the upper right corner and go to System Preferences > Financial Setup > Financial Transaction Types >Incomes & Deductions.
Open the Financial Transaction Type by clicking “Edit” on the Transaction Type record.
Enter the Amount, GL Account Number, Clearance Account, Minimum, and Maximum.
Then click “Update Financial Transaction Type”.
To add Loans GL Accounts:
Click your user icon in the upper right corner and go to System Preferences > Financial Setup > Financial Transaction Types > Loans Types.
Open the Loan Type by clicking “Edit” on the Loan Type record.
Enter GL Identifier and Clearance account.
Then click “Update”.
To add Overtime GL Accounts
Click your user icon in the upper right corner and go to System Preferences > Financial Setup > Financial Transaction Types >Overtime Types
Open the Overtime Type by clicking “Edit” on the Overtime Type record.
Enter GL Identifier and Clearance Account.
Then click “Update Overtime Type”.
That’s it; your QuickBooks integration will now be complete!
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Use the Integration
Using the QuickBooks Integration:
Now that you’ve successfully integrated QuickBooks with your ZenHR account, you can now post salaries from ZenHR to QuickBooks.
To post salaries from ZenHR to QuickBooks, follow these steps:
On the left side of the page, go to Main Menu > Payroll > Manage Financials > Manage Salaries.
Step 1: Select the salary Year and Month for all employees to filter.
Step 2: Click the “Filter” button.
Step 3: Click “Send to QuickBooks” on the top right corner.
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View Failed Posts
QuickBooks Failed Posts Events Viewer:
Click your user icon in the upper right corner and go to System Preferences > Integration Setup > Financial Integrations > QuickBooks Setup.
Click “Event Viewer”.
To retry sending the failed posts again, click “Retry”.
Activating the QuickBooks Integration on ZenHR:
In order to activate the Quickbooks integration, you first have to generate the needed API key to proceed with the integration process.
To generate the API key, follow these steps:
Click your user icon in the upper right corner and go to System Preferences > Integration Setup > API Keys.
On the API keys list page, click the “Add” button.
Add the integration key Name and Permissions.
Select “OAUTH2”.
Insert your QuickBooks account Key and Secret.
Insert your Client ID and Client Secret.
Then click “Update”.
After creating the QuickBooks API key:
Click “Edit”.
Activate OAUTH2
Then replace the Key and Secret from your QuickBooks account.
QuickBooks Integration Setup:
Click your user icon in the upper right corner and go to System Preferences > Integration Setup > Financial Integrations > QuickBooks Setup.
Step 1: Select your API key.
Step 2: Click “New Token” to generate your connection credentials by accessing your QuickBooks account.
Step 3: Click “Activate” to transfer employee information from ZenHR to your QuickBooks account.
Step 4: Activate Journal Entry.
Then you will be able to set up the way that your salaries journal will be created and how the voucher will be matched, with the following options:
Use clearance accounts to match debit and credit: Yes or No
Generate a new journal for company contributions: Yes or No
Journal type: Summary or Detailed
Group by (If Journal type: Summary was selected).
Create a new journal for each group (If Journal type: Summary was selected).
Adding QuickBooks GL Identifiers:
To add Payroll GL Accounts:
Click your user icon in the upper right corner and go to System Preferences > Financial Setup > Payroll Setup.
Enter the relevant details under Gl Accounts.
Then click “Update”.
To add Financial Transactions GL Accounts:
Click your user icon in the upper right corner and go to System Preferences > Financial Setup > Financial Transaction Types >Incomes & Deductions.
Open the Financial Transaction Type by clicking “Edit” on the Transaction Type record.
Enter the Amount, GL Account Number, Clearance Account, Minimum, and Maximum.
Then click “Update Financial Transaction Type”.
To add Loans GL Accounts:
Click your user icon in the upper right corner and go to System Preferences > Financial Setup > Financial Transaction Types > Loans Types.
Open the Loan Type by clicking “Edit” on the Loan Type record.
Enter GL Identifier and Clearance account.
Then click “Update”.
To add Overtime GL Accounts
Click your user icon in the upper right corner and go to System Preferences > Financial Setup > Financial Transaction Types >Overtime Types
Open the Overtime Type by clicking “Edit” on the Overtime Type record.
Enter GL Identifier and Clearance Account.
Then click “Update Overtime Type”.
That’s it; your QuickBooks integration will now be complete!
Using the QuickBooks Integration:
Now that you’ve successfully integrated QuickBooks with your ZenHR account, you can now post salaries from ZenHR to QuickBooks.
To post salaries from ZenHR to QuickBooks, follow these steps:
On the left side of the page, go to Main Menu > Payroll > Manage Financials > Manage Salaries.
Step 1: Select the salary Year and Month for all employees to filter.
Step 2: Click the “Filter” button.
Step 3: Click “Send to QuickBooks” on the top right corner.
QuickBooks Failed Posts Events Viewer:
Click your user icon in the upper right corner and go to System Preferences > Integration Setup > Financial Integrations > QuickBooks Setup.
Click “Event Viewer”.
To retry sending the failed posts again, click “Retry”.
