Quadient AP connects to QuickBooks Online via API. Please review the below pre-installation checklist to ensure the connection runs smoothly. This guide is applicable for new integrations with QuickBooks Online, and for adding additional Legal Entities to an existing connection. 

Pre-Installation Checklist

• Confirm you have a Quadient AP account with the following permissions:

  • System Administrator role

  • Root Org Unit access as Home Org Unit.

• Confirm you can log into QuickBooks Online account as Administrator

• Confirm you can access all QuickBooks companies as Administrator.

• Confirm you have ample time to complete the below steps in one sitting. Otherwise, the connection may time out.

• Confirm that all other users are logged out to QuickBooks Online at this time.

• Confirm the following setting are turned ON in QuickBooks Online to prevent invoices with the same invoice number and vendor from importing.  

  • To do this go to Settings  → Account and Settings → Advanced →Other Preferences → “Warn if duplicate bill number is used”.

Quadient AP Connection to QuickBooks Online

Log into https://www.beanworks.ca/ using the Quadient AP account mentioned in the Pre-Installation Checklist. Navigate to the Settings menu, and select ERP Management. Select the Legal Entity you wish to connect, and under ERP Properties click Connect to QuickBooks.

This will open a separate window where you can log into QuickBooks Online. Please use the Administrator account for this process. After successfully logging in, you will be prompted to choose the QuickBooks Online company that corresponds to the Legal Entity in Quadient AP. Click Next to confirm your choice and complete the connection. 

You will need to reach out to Quadient AP to have the API Sync Profile created for your Legal Entity(s). Please contact your Customer Success Manager or our Support Team to do this. Continue following this guide once the API Sync Profile(s) is created.

Enabling SmartSync

In Quadient AP, navigate to the SmartSync menu. Select your company from the Legal Entity dropdown, and click Sync. Once 

the initial sync is completed, use the Sync Schedule feature to create a schedule of automatic syncs.