How to Connect Your QuickBooks Account to Luminous

This step-by-step guide will help you connect your QuickBooks account to Luminous, enabling seamless syncing of invoices and purchase orders.

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Step 1: Create a QuickBooks Channel

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1. In Luminous, go to the Manage section.
2. Click on Channels.
3. In the Channels page, click Create.
4. Assign a label for the channel (e.g., "QuickBooks").
5. Specify a Warehouse Group:
   • You can use the default warehouse group, as this setting is not critical in most cases.
6. Save the channel.

Step 2: Renew QuickBooks Tokens

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1. Locate the newly created QuickBooks channel.
2. Click the three dots next to the channel name and select Renew QuickBooks Tokens.
3. You will be redirected to your Intuit Account.
   • Log in and select the QuickBooks account you want to link to Luminous.
4. Complete the linking process to establish the connection.

Step 3: Configure QuickBooks Settings

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1. Go to the bottom left corner of Luminous and click System Settings.
2. Select the QuickBooks Settings tab.
3. Verify and configure the following account mappings:
   • Asset Account
   • Expense Account
   • Income Account
   • Accounts Payable (AP) Account

Step 4: Enable QuickBooks Sync

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1. In the QuickBooks Settings tab, toggle on the QuickBooks Sync option.
2. This enables the system to push:
   • Invoices
   • Purchase Orders

Key Takeaways

• QuickBooks connects to Luminous as a channel, created under Manage > Channels. The default warehouse group is fine in most cases.
• Renew QuickBooks Tokens is how you link the channel to your Intuit account. It's also the place to go back to if the connection ever needs to be re-authorized.
• Account mappings live in System Settings > QuickBooks Settings. Check them before turning sync on.
• Invoices and purchase orders only push to QuickBooks once QuickBooks Sync is toggled on.

Understanding the Account Mappings

The four accounts in QuickBooks Settings tell Luminous where each transaction should land in your books. Your accountant or bookkeeper should confirm the right accounts for your business, but here's what each one is usually used for:

• Asset account: the inventory asset account that holds the value of the stock you have on hand.
• Expense account: typically your cost of goods sold (COGS) account, where the cost of inventory goes when it's sold.
• Income account: the sales or revenue account for invoiced sales.
• AP account: accounts payable, for what you owe suppliers on purchase orders and bills.

Getting these lined up before you turn on sync keeps your inventory value, COGS and margins consistent between Luminous and QuickBooks, and saves cleanup work later.

Before You Connect: Checklist

• Login access to the Intuit account and the QuickBooks company file you want to link.
• The names of the asset, expense, income and AP accounts you want to use, ideally confirmed with your accountant.
• A decision on whether you want invoices and purchase orders pushing right away, or only after you've reviewed the mappings.

Why Connect QuickBooks to Luminous?

Without a connection, every invoice and purchase order created in Luminous has to be re-entered in QuickBooks by hand. That double entry takes time every week, and it's where typos, missed bills and mismatched totals creep in.

With QuickBooks Sync on, Luminous handles the operations side, including inventory, orders and purchasing, while QuickBooks stays your system of record for accounting. Invoices and purchase orders flow across automatically, so your finance team works from the same numbers your operations team sees, and month-end close takes less reconciling.

Common Questions

Does the warehouse group matter for the QuickBooks channel? Not in most cases. You can use the default warehouse group.

I connected QuickBooks, but nothing is syncing. What should I check? Make sure QuickBooks Sync is toggled on in QuickBooks Settings and that the account mappings are filled in. If the connection has lapsed, use Renew QuickBooks Tokens on the channel to log in to Intuit again.

Can I control purchase order syncing separately? Yes. See How to Enable Purchase Order Sync to QuickBooks in Luminous and How to Sync Purchase Orders from Luminous to QuickBooks Online.

Related videos: How to Set Up QuickBooks on Luminous and QuickBooks Integration.

Your QuickBooks account is now connected to Luminous. The integration ensures accurate financial syncing, streamlining your invoicing and purchasing processes.