The Coworks + QuickBooks Online integration allows you to seamlessly integrate your QBO account into your Coworks billing to keep track of Invoices, Payments, and Customers for easier accounting and reconciliation.

To begin, head to the "Integrations page" in your dashboard here. Search for the QuickBooks Online integration, and click the "Connect" button.

Confirm by clicking the "Connect with QuickBooks Online" button in the detail modal. You will be redirected to a QuickBooks page, where you'll be prompted to log in with your valid quickbooks credentials. Make sure to log in to the account you wish to sync with Coworks.
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After you've logged in, you'll be redirected back to the Coworks dashboard, and you should see a green check mark with a success message.

If the integration was successful, you should see a green check next to the QuickBooks Online integration card in the "Integrations" tab.

Next, you need to enable your settings. Click the "Settings" button on the QuickBooks Online integration card.

For the Coworks integration, you can choose between 2 settings:

This setting will push ALL invoices generated by Coworks (for monthly memberships, one-off payments etc.) into your QuickBooks account. By default, this will attempt to do a customer lookup in QuickBooks via email address, and if the customer is not found, it will create one in your account.

For example, let's say you're creating an invoice for "Factory Inc." for $500 in Coworks.

This will result in a customer in QBO called "Factory Inc." with the name and email matching the admin of the Coworks team.

This will simultaneously create an invoice for the customer. In this case, Factory Inc. will have an open invoice in QBO for $500.

This setting will allow you to not only generate invoices in QuickBooks, but also create QBO Payments when those invoices are paid or marked as paid in Coworks. This will effectively close that invoice in QBO and allow you to properly log deposits for the QBO Payments.

Using the example from above, let's say Factory Inc. pays their $500 invoice, and this is reflected in Coworks.

We will create a QBO Payment for the amount paid on the invoice, and then apply that payment to the invoice in QBO that was pushed in the previous step. The result is a new payment logged in QBO, as well as the applied invoice being closed and marked as paid.

When closing an unpaid invoice in Coworks using the "Close" action, that invoice will be automatically voided in Quickbooks.

Coworks:

QBO:

You can map your Coworks plans directly to the corresponding product/service in QBO so that each line item is appropriately tagged to the correct revenue stream.

For each plan in Coworks, click on the plan and scroll to the bottom. Under the "Integrations" section, enable "QuickBooks Product/Service," and then choose from the list. It will pull the products directly from your integrated QBO account.

Click "Save" to finish the mapping.

You can map your revenue from Day Passes and External Bookings in Coworks to specific products/services in QuickBooks Online. To do so, click on the Settings gear near the top right of the admin dashboard. From there, choose the "Integrations" option from the left.

You should see the option to map Day Pass and External Booking revenue to QBO products or services.

Click "Save" when finished.

When creating a one-off invoice in Coworks, you can map that invoice to specific products/service in QuickBooks Online. On the invoice creation page, scroll down to the "Integrations" section, and turn on the "Map Invoice lines to QBO Product/Service" toggle.

Use the "Select a category" dropdown to map this invoice to a product/service in QBO.

You have the option to map transaction processing fees to specific products/services in QuickBooks Online. To do so, go to the Community tab in the Coworks admin dashboard and choose the "Billing" option from the left side. You should see the option to map transaction fees to a QBO product/service.

Click "Save" when finished.

If you've created any custom fees for your Coworks community, you have the option to map those custom fees to specific products/services in QuickBooks Online. To do so, go to the Community tab in the Coworks admin dashboard and choose the "Billing" option from the left side.

In the "Custom Invoice Fees" section, next to each custom fee, you can use the provided "Select a Quickbooks category" dropdown to map that fee to a product/service in QBO.

Click "Save" when finished.

If your product/service is mapped to a class in QBO, that class will also be assigned to the invoice line item

You can also map each Coworks campus to a corresponding location in QBO. To set the mapping, go to your integrations tab here.

Find the QBO integration and select "Settings."

From there, choose "Map Locations," and follow the steps.

This will now map any invoice created in each campus to the corresponding location in QBO on the invoice.

Here's a sample invoice with the mapped product, class, and location from Coworks.

You can configure your QuickBooks Online settings to automatically send invoice reminders to your customers, if needed. This can be enabled by following these steps:

Feel free to check out this QBO article for more information on automated invoice reminders in QuickBooks.

We hope this integration helps you more easily manage your accounting. Remember that you can download a full CSV report of your billing in the Reports tab to get a clear picture of your Coworks billing.

A: In this version of the integration, all payments are mapped to the "Undeposited Funds" account by default.
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Funds must be mapped from "Undeposited funds" and moved to appropriate account once you've confirmed the information in QBO is as expected.

A: Coworks will automatically generate invoices/payments and push those invoices to QBO. However, invoices generated via QBO do NOT automatically get added to Coworks.

By default, we set the invoice # property in QBO to match the invoice # from Coworks. However, depending on your QBO settings you may run into discrepancies when manually creating invoices for customers in QBO (not via Coworks). Depending on your settings, QBO will try to auto-increment the invoice numbers based on the previous invoice for a customer when manually creating invoices. In this case, when Coworks tries to also auto-increment the invoice number for a customer, we run into a conflict. In this scenario, we will append the QBO invoice id with "-CWx"

Example: Let's say that Team A's last invoice was invoice #C957F1A7-0008. This was generated by Coworks and pushed to QBO with the same invoice #. You then go to Team A and manually create an invoice in QBO. QBO will auto-increment the invoice numbers and make a new invoice with #C957F1A7-0009.

Now Team A gets another invoice via Coworks. Coworks will also increment from the last known number (in this case C957F1A7-0008 bc we don't know about the manually created QBO invoice) to C957F1A7-0009. When pushing this invoice to QBO we cannot use this number because it has already been taken. In that case we simply append "-CWx" to indicate that Coworks has also generated an invoice with this number. In QBO the resulting invoice number would C957F1A7-0009-CW1
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Happy Coworking!