Getting your Neo1 company connected to your Intuit Quickbooks platform takes minutes! This process will map Neo1 Accounting Segments for your Quickbooks account codes and will synchronise the tax codes you have in Quickbooks to Neo1.
This integration is for the Quickbooks Online platform only. Companies using any other Quickbooks version should configure Neo1 manually (see here) as these are not online accounting platforms.
Follow these 5 easy steps to create the connection between Neo1 and Quickbooks.
Step 1: Login as a user with the Administrator role, and Navigate to Settings. Under the Accounting Integrations section of the page, click Connect to Quickbooks
Click Continue on the following confirmation dialog box:
You will now be taken to a Quickbooks login to authenticate.
Step 2: Login with your Quickbooks Administrator credentials. If you have more than one company under your Quickbooks login, you may be prompted to choose which company you wish to connect to Neo1.
Note: You can only connect one Quickbooks company to Neo1 at a time. If you have multiple companies, please speak to Neo1 customer support who will be able to create additional Neo1 child companies for you to manage this scenario.
Sign in when prompted
You will be presented with a dialog box asking you to confirm you wish to integrate into Neo1 for Spend Management. Click Connect to confirm.
Step 3: Once you have clicked on Connect, you will be redirected back into Neo1. Wait a few seconds for your Quickbooks settings to be synchronised, and then you will be presented with the following screen confirming you have integrated the two platforms:
You have now successfully linked Neo1 and Quickbooks! You can check this by looking under the Accounting tab under settings. On this screen, scroll down to Segment number 20, and you will see Quickbooks Account.
This means the Quickbooks account code will be populated for transaction your users justify and send for approval. This is required so spend can be extracted into Quickbooks once all approvals have been provided and the transactions are ready to leave Neo1 and be posted into your ledger.
Note: If you wish to also capture additional Segments alongside the Quickbooks account, you can add them on this screen. Start with Segment one and click Edit to define, and View to create values.
You can click on View to check your Quickbooks Account codes have been imported correctly:
You can also check your Taxes tab to ensure the Tax codes have been correctly imported from Quickbooks (example below for UK)
Step 4: Next we need to instruct Neo1 which default zero rated tax codes to use in three specific scenarios. These scenarios are:
| Tax Code Type | Scenario |
| International Tax Code | Spend outside your home country. For example, if your registered office address is in the UK, spend outside the UK will be treated as international spend, and this Tax Code will be used as default. |
| Domestic Zero Rated Tax Code | Spend in your home country, but for transactions which are zero rated. For example: flights, public transport. |
| NA Tax Code | When tax is not relevant, for example a Mileage Claim, or the tax code has not been configured for the Expense Type (see Step 5 for instructions on how to do this) |
Under Settings, click on the General Configuration tab and find these fields in the page. For each, select the Quickbooks zero value tax code you wish to Neo1 to use as the default:
Once you have confirmed these choices, click Save Changes.
Step 5: Now you have linked your Quickbooks account and validated that all data has been imported correctly, the final stage is to map the Neo1 expense types to the relevant Quickbooks Account and Tax code.
It is important this is done to ensure that spend management functions in Neo1 work correctly. When a user is inputting a new transaction for an expense or business purchase, they will need to select the Expense Type most appropriate which will then drive the correct Quickbooks Account code and tax code automatically.
To do this, click on the Expense Types tab under Settings.
Neo1 has a library of Expense Types which are available out of the box. To map these, you click on the Expense Type line (or click on edit) and select the relevant Tax Code (this is for domestic spend, all non-domestic spend will use the default International Tax Code defined in Step 3) and Quickbooks Account for this Expense Type.
You can also rename expense types on this screen to a name more familiar to your employees, or mark certain expense types inactive if they are not needed.
You will need to complete this one-time exercise for all expense types in this list before you can use Neo1 for expense management.
Note: Neo1 support have a mapping of the most common configurations for Xero, Sage and Quickbooks and we can apply this for you, please just contact help@neo1.com and we can arrange this for you to save the individual mapping process.