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How to Configure the Quickbooks Online Integration

This article will cover:

How Does The Integration Work?

This integration allows you to match Affiliates with their associated Vendor name and Buyers with their associated Customer name in your QuickBooks Online account. Alternatively, you can import existing Affiliates and Buyers from CAKE to be created as new entities in the QuickBooks system. Once the entity mapping is completed, any bills generated in CAKE can then be imported into QuickBooks for ease of paying and invoicing these partners.



How To Sync CAKE To A QuickBooks Online Account

To connect your QuickBooks Online Account, follow these steps:


  1. Navigate to Third Party Integrations Settings under Setup > Settings 

  2. Click Connect to QuickBooks green button

  3. In the Intuit sign-in window, enter your Email or Quickbooks User ID and Password

  4. After the screen refreshes, verify the Connection field lists the Company name associated with your QB account.




If you have an existing QuickBooks Online Integration with CAKE, you may need to disconnect it from the QuickBooks side under Apps > Action > Disconnect.

How To Set An Expense Account And Expense Class Name

Below the Connection field, you will see a dropdown to choose an Expense Account Name and Expense Class Name. These correspond to the areas in QuickBooks where your CAKE billing data will be filled. Each QuickBooks Online account will have a list of default Expense Account Names you can choose from if you have not already created one in QuickBooks.




Expense Class Name drop down will be blank unless you already have Class names added in Quickbooks. This field is only required if you leverage CAKE Lead Gen and wish to sync Buyer bills to your QuickBooks Online account. Please contact QuickBooks support if you need additional guidance on how to create Expense Account or Class Names.

All linking/unlinking is done via the Match Quickbooks card. It will display the names of any Vendors or Customers that were added in your QuickBooks Online account and next to each name, a link icon. Once the card is launched, you can search names if you need to filter through large lists of accounts or click Import New Vendor/Customer to create a new, linked contact in your QuickBooks system.


To link an Affiliate to a Vendor in your QuickBooks Online account, follow these steps:

  1. Open an Affiliate Card

  2. Navigate to the Home tab

  3. Click on the Billing & Payments sub tab

  4. Click the hyperlink on the last field called QuickBooks Link

  5. Search the name of the associated Vendor

  6. Click the Link icon



To link a Buyer to a Customer in your QuickBooks Online account, follow these steps:


  1. Open a Buyer Card

  2. Navigate to the Home tab

  3. Click on the Advanced sub tab

  4. Click the hyperlink on the last field called QuickBooks

  5. Search the name of the associated Customer

  6. Click the Link icon






Linking can also be done in the Account tab once you generate invoices for Affiliates or Buyers.  The far right column titled Quickbooks will say Quickbooks Unlinked on accounts that have not yet been linked. Clicking on this will launch that same Match Quickbooks card.

How To Import Bills

Once a link has been established and a bill generated for that Affiliate or Buyer, the QuickBooks column in the Accounting tab will show the hyperlink option to Import. Click on this to import that bill amount



Successfully imported bills will change from the hyperlink of "Import" to text of "Imported - [Date of Import]"




If you need to make an adjustment on a bill that has already been imported, you will need to delete the invoice in QuickBooks, delete the line item in CAKE and then regenerate the bill. Adjustments do not automatically get reflected in QuickBooks.



Does the QuickBooks Online Integration Support Advertiser Bills?

    No, the integration does not support Advertiser Bills however, there is a field on the Advertiser card > Info tab called QuickBooks ID so you know the ID 

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