QuickBooks Online Contact Mapping

When any transaction is posted we will look at profiles and the contact associated with a transaction and look for an existing QuickBooks Online Contact.  When the Contact does not exist in QuickBooks the contact is automatically created and then an internal connection is made between the Loft Profile and the QuickBooks Online Contact.

During our synchronization and before an entire batch of transactions get posted we pull every contact from QuickBooks Online, updating existing contacts and creating new ones.  When this happens the agents AP and AR balance in Loft is also synchronized. After we pull every contact we look for every QuickBooks Online contact that is not Linked with a Loft Profile and try to link them based on the following best match:

When the email is exactly the same we match them and create a link tom@exmaple.com = tom@example.com

When the name is contained in the other and matches 60% of the length we match them and create a link

Loft then looks for any changes in Loft that are different between QuickBooks Online contacts and Loft contacts (name, email, addresses) and pushes those changes to QuickBooks Online as an update to the contact record.

When an Agent is paid to their Organization

If an Agent is paid to an Organization Loft will post all bills and credit notes to the Organization name. The invoicing in QuickBooks Online will also be in the Organizations name as in order to allocate credit notes, the billing or invoices name needs to match the name posted from Loft. As a result we’ve created the following rule: 

Agent and Organization Syncing Rule

If the Agent is paid to the Organization Loft will sync the AR balance of the Organization in QuickBooks Online to the Agents profile in Loft. Unless the Organization profile has No ($0) AR Balance,  in that case Loft will pull in any balance that the Agent has in Accounts Receivable. 

Please note that if you remove the Agent in QuickBooks Online the Agent profile will not have a QuickBooks Online Contacts link so it's ok that this field is empty.

The Organization should show the Linked QuickBooks Online contact as the Organization in QuickBooks Online. 

Contact Setup in QuickBooks Online

Please note all batchable profiles in Loft when synced to QuickBooks Online will create 2 instances of a contact, a Vendor contact (this contact is what bills will be created with) and a Customer contact (this contact is what invoices will be created with).  These two contacts are separate and defined as following: 
Vendors will appear as your contact normally
Customers will have an asterisks prefix

Example: 
Siobhan O'Leary will appear as follows:

Vendor: Siobhan O'Leary

Customer: *Siobhan O'Leary

Contact Linking

If your AR is not coming through, you may have to relink your profile across the two apps. You can use this QuickBooks Online Contacts field to manually associate the profile in Loft to QuickBooks Online if necessary however we don’t advise it without first checking with us.

Contact Unlinking

In the event, you may have to reset your link to a profile in QuickBooks Online, you can click unlink, sync the 2 apps in Integrations>QuickBooks Online>Activity, and then relink the contact as shown in the step above. Please note, both contacts should be displayed in the link as shown below, if this is not the case, you're either missing the Customer (asterisked contact) or the Vendor.  If that's the case, follow the above step to unlink, then head over to QuickBooks Online, create the missing contact, sync QuickBooks Online, and relink the contact.

Quickbook Contact Mapping

How Contact mapping across the two apps look.

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