Sanka for QuickBooks Online Setup

Prerequisites

• Sanka workspace admin access.
• A QuickBooks Online company or sandbox company that you can use for testing first.
• A connected QuickBooks Online integration in Sanka.
• Draft Sanka invoices with a customer, issue date, due date, currency, and line items.
• An operating rule for QuickBooks Online products or services, tax codes, and invoice review before posting.
• A review process for duplicate exports. If a Sanka invoice is already linked to QuickBooks Online, review the existing accounting reference before exporting again.

Connect

1. In Sanka, open Workspace > Integrations.
2. Select Create integration, then choose QuickBooks Online.
3. Connect the QuickBooks Online company or enter the demo credentials provided by your admin.
4. Confirm QuickBooks Online appears in the integration list, then share access with the teammates who need to export invoices.

Export rules

• QuickBooks Online export creates an invoice from a Sanka invoice for accounting review.
• Sanka uses the Sanka invoice customer to find or create the customer in QuickBooks Online.
• Issue date, due date, document number, currency, private note, and line items are copied where available.
• Line items use the configured QuickBooks Online product or service and tax code. Confirm these settings with accounting before exporting live invoices.
• Sanka records the QuickBooks Online invoice reference and export history so your team can trace which Sanka invoice created the accounting record.
• Re-syncing or updating an existing QuickBooks Online invoice is not part of the basic export flow. If an invoice has already been exported, review the existing QuickBooks Online record before exporting another copy.

Export Sanka invoices to QuickBooks Online

1. In Sanka, open Commerce > Invoices.
2. Select the invoices you want to send to accounting.
3. Select Export.
4. Set Export destination to Integration, then choose the QuickBooks Online integration in Integration.
5. Property mapping is not required for QuickBooks Online invoice export. Review the selected invoices, then click Export invoices.

Validate the setup

• Use a sandbox or demo company first and export one small draft invoice.
• Confirm the QuickBooks Online customer is matched or created as expected.
• Confirm document number, dates, currency, line descriptions, quantities, unit prices, tax code, and product or service.
• In Sanka, open export history and confirm the export status and linked QuickBooks Online reference.
• Try an invoice that is missing a customer or line items and confirm it is blocked before an accounting record is created.

Review after export

• In Invoices, confirm the Sanka invoice remains available for audit and that the export history shows the result.
• In QuickBooks Online, confirm the invoice is reviewed by accounting before it is sent or used for close.
• If accounting changes products, services, tax codes, or line details in QuickBooks Online, note the final accounting treatment in your internal process.
• If the export fails, review the Sanka invoice fields first, then check whether the QuickBooks Online company, product or service, tax code, or authentication needs attention.

Go-live tips

• Run at least one invoice export in a sandbox or demo company before using a live QuickBooks Online company.
• Decide the default product or service and tax code before the first live export.
• Keep the first live batch small and compare Sanka invoice totals against QuickBooks Online totals.
• During the first week after go-live, review export history and QuickBooks Online invoices daily.