Guide: Using QuickBooks with Databox

HOW TO

• Connect QuickBooks to Databox
• Access pre-built QuickBooks Templates
• Build a Databoard using QuickBooks data
• Use the Metric Builder for QuickBooks
• Additional Information

How to connect QuickBooks to Databox

IN THIS SECTION

• How to connect QuickBooks to Databox
• What’s the maximum amount of historical data initially available when you use a new QuickBooks Metric in Databox?
• What time zone does QuickBooks data sync in?
• How often does QuickBooks data sync?

How to connect QuickBooks to Databox

To connect a QuickBooks Account in Databox, go to Data Manager > + New connection. Type QuickBooks in the search bar and click on the green Connect button. Next, click the green Connect now button.

This will open the  Authorization window, which is where you will be prompted to enter your QuickBooks login credentials and authorize the Databox app. 

What's the maximum amount of historical data initially available when you use a new QuickBooks Data Source Metric in Databox?

Data is synced for the Metrics that are being used in your Account, so when you first use a new QuickBooks Metric, the maximum amount of historical data available is 36 months. 

Certain Metrics may have more or less historical data available [based on Metric Restrictions]. For example, Current metrics that represent the total metric value (i.e. Open Invoices Amount by Customer, Overdue Invoices, etc.) do not have historical data available when first used. We only pull in the total current value, but we will accumulate historical data for these Metrics in Databox over time and the metric value will be shown cumulatively.  

For more information about the amount of historical data available for a specific Metric please contact our Support Team via live chat or at help@databox.com.

What time zone does QuickBooks data sync in? 

QuickBooks data is synced in the UTC time zone. 

However, the values displayed in your QuickBooks account are in the user's timezone, therefore, due to the time difference, you may notice different metric values between Databox and your QuickBooks account. Learn more here.

How often does QuickBooks data sync?

All QuickBooks Data Sources will sync every hour with Databox. Learn more here.

How to access pre-built QuickBooks Templates

1. Navigate to Databoards > Public Templates
2. In the Data Source drop-down list, select QuickBooks
3. To view a preview of the Template populated with dummy data, click Preview
4. To pull the Template into your Account and re-populate it with your own QuickBooks data, click Use Template
5. Select the appropriate QuickBooks Data Source from the drop-down list to complete the process. The Databoard will be re-populated with data from the selected QuickBooks Account and can be found on the  Databoards page.
   

Popular QuickBooksTemplates

Quickbooks	Quickbooks: Profit and Loss Overview
QuickBooks dashboard template provides you with insights about cash flow, bank accounts, sales and expenses entered in QuickBooks.	Quickbooks: Profit and Loss Overview template provides you with insights about sales and expenses entered in QuickBooks

How to build a Databoard using QuickBooks data

IN THIS SECTION

• Popular Metrics
• How to build a Databoard

Popular QuickBooks Metrics

View a full list of QuickBooks Metrics available in Databox here.

How to build a Databoard

1. Navigate to  Databoards > + New Databoard > Start Blank
2. Click on the Metric Library icon on the left-hand side of the Designer.
3. Select the appropriate QuickBooks Account from the Data Source drop-down list in the Metric Library.
4. View the list of pre-built QuickBooks Datablocks in the  Metric Library. Drag and drop your selected Datablock onto your Databoard.
5.  If a pre-built Datablock isn't available for your use case, click on the  Visualization Types icon under the Metric Library icon.
6. View the list of Visualizations available in Databox. Drag and drop your selected Visualization onto your Databoard.
7. Click on the Datablock on the Databoard to open the corresponding Datablock Editor on the right-hand side of the Designer.
8. In the  Metrics drop-down, click  Data Source to select the appropriate Data Source. This will filter out metrics from the specific Data Source.
9. In the main Metrics drop-down, select the metric you'd like to display on the Datablock, using the Search bar if needed. This will update the Datablock and it will populate with the corresponding data.
10. Complete steps 4-9 until your Databoard is complete.

How to use the Metric Builder for QuickBooks

With the Metric Builder for QuickBooks, you can create Custom QuickBooks Metrics using a combination of Metrics, Dimensions, and Filters.

Learn more about the Metric Builder for QuickBooks here. 

Additional Information

IN THIS SECTION

• Metric Considerations
• API Limitations

Metric Considerations

• Databox does not support syncing data for metrics if the headers in QuickBooks account have been customized. To sync data between Databox and QuickBooks as expected, do not rename headers in your QuickBooks account.
• "Total Income'' metric might not return any value in Databox if its name in your QuickBooks account is the ''Total Revenue''. Make sure you have the following set under Account and Settings in your QuickBooks account: Company type should be set to Not sure/Other/None (Databox does not support syncing data for the Non-Profit Company type account setting), and industry should be left blank (this needs to be done at least for the non-profit entities). With these settings, the report subtitles will automatically be set as ''Income'' and ''Total Income'', and Databox will sync data for the metric again.
•  We currently do not supporting custom setups of QuickBooks (users changing reports to have their own groups / sections). While adding sections or groups can still work, removing the default sections and groups from the report will make it so that the Metric Builder (and possibly basic metrics) will return no data.

API Limitations

• In Databox, QuickBooks data is synced in the UTC time zone, which can lead to differences in the metric values when validating data between Databox and your QuickBooks account.
  
  For example, if the user is in the LA time zone (-07:00), this can lead to a 7-hour difference when looking at e.g. Last Month’s data - last month will cover 7 hours more at the beginning of the month and 7 hours less at the end of the month. Further, if the data changes a lot at the beginning and end of the month, this can lead to data discrepancies seen in Databox.