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SphereMail offers direct integration with QuickBooks to facilitate exporting and managing your members' invoices!

Here's how to set that up:

A) On QuickBooks:

  • Sign in to your developer account
  • On the upper right corner of the toolbar, click on My Hub > App dashboard

  • Select and open your app (or create one if needed)


  • Using the left navigation bar, head to Permissions and ensure both accounting and payment authorization scopes are enabled:
  • Then head to Settings and navigate to the "App URLs" tab
  • Update the fields as follows, and save your changes:


  • Then head to the "Redirect URIs" tab
  • Add the following URI and save your changes:
    https://api.spheremail.co/auth/quickbooks_callback

  • Finally, head to Keys and Credentials from the left navigation bar, and choose Production 
  • Turn on the Show credentials toggle and copy the Client ID and Client secret keys


B) On your SphereMail account:

  • Click on your business name in the top right corner and go to "Business Settings"

     
  • Go to Integrations > Systems and navigate down to QuickBooks 
  • Use the toggle first to enable the integration, then click on the “Connect” button that'll appear:



  • Paste the Client ID and Client Secret keys you copied from your QuickBooks app into their respective fields in the popup window and click “Connect”



  • Once you click the button you'll be redirected to Quickbooks to authenticate the connection between both apps. You'll be redirected back to your SphereMail account as soon as you're done.

And you're all set!

Now you have the option to connect your QuickBooks users between both platforms and manage their invoices as needed:

Auto-connect all your SphereMail active customers: 

SphereMail will automatically start connecting your active customers across platforms, but you can also start that process at any time by clicking on "Connect members" then "confirm", and the system will cross-reference the emails of your active users and automatically connect them with their respective QuickBooks member accounts.







Note: If the customer doesn't already have a member account on your QuickBooks account, one will be automatically created using the information they've set up on their SphereMail account.


Manually connect specific customers: 

If you need to override the automatically connected customer or would like to connect your SphereMail customer to a different QuickBooks customer account, you can do that following these steps:

You’ll need to visit the customer’s SphereMail account and manually choose and connect their QuickBooks account:

(Note: You can search for your customer using their email.)


NOTE: For new customers that’ll sign up to your SphereMail portal AFTER you’ve set up your QuickBooks integration— You won’t need to do anything; the system will connect them automatically as long as they’ve signed up on SphereMail using the same email addresses you have on file for their member account on Quickbooks.


What information is shared/synced between both systems? 

  • Active customer accounts and contact info.
  • New customer sign-ups on SphereMail are automatically added to your QuickBooks account.
  • Customers' newly created and pending invoices after the integration is set up and activated.
    (SphereMail cannot export old invoices or any invoices created prior to enabling the integration.)


How do you handle invoices when this integration is active?

SphereMail will automatically and periodically export all/any pending invoices for your connected customers to QuickBooks once every 5 days starting the 1st of each month (this means our system will check on the 5th, 10th, 15th, 20th, 25th, and 30th of each month and export the pending invoices it finds), where you can find them listed in your invoice log to be processed via QuickBooks as needed: