How to Integrate Authorize.Net Transactions with QuickBooks Online Using PayTraQer
January 1, 2025
Integrating Authorize.Net transactions with QuickBooks Online is very simple using PayTraQer. Let us learn how you can sync all your Authorize.Net transactions to QuickBooks in no time after setting up.
How to Integrate Authorize.Net with QuickBooks Online?
To integrate your Authorize.Net transactions with your QuickBooks Online company, you will have to install PayTraQer and connect Authorize.Net to PayTraQer.
If you have already connected your Authorize.Net account by verifying it with the API key, try the following steps for seamless integration.
You have to do some minimal settings changes before hitting the dashboard for the first time.
Express Settings
This is the default setting recommended by the pro-advisors. It works perfectly for your Authorize.Net integration. You can click on ‘Ok, Let’s Start’ to run with this express setting. This is just for a quick start, you can change it any time after setting up.
Detailed Settings
If you want to fine-tune these settings according to your preferences, you can do it by clicking on ‘Go to Detailed Settings’. You can manage your Sales, Product, Tax and Payout preferences here.
Sales Settings
Under this setting, you can manage your sales preferences.
You can choose the bank account to deposit your sales/income and the method of payment you prefer for sales receipts, payments, expenses, etc.
Product Settings
This setting will allow you to choose how your products are synced to QuickBooks Online.
If you turn on the auto-create feature, the missing items in your QuickBooks Online will be automatically created during the sync.
Tax Settings
Turn ON this setting to record sync with tax calculation.
If turned OFF, the tax amount will be added to the transaction amount and recorded without tax.
Payout Settings
Enable the "Process the Payout" with the "Transfer To" account, so that all your Authorize.Net Payouts are processed as Transfer transactions in your QuickBooks Online for easy reconciliation.
Click ‘Save’ once you are done managing your preferences.
This is just a basic setting. You can have your hands on further configurations through the Sync Setting, as you get along. (See how)
Your configuration is over and now you can start syncing your Authorize.Net transactions to QuickBooks Online with a single click.
Your previous Authorize.Net transactions for the past 60 days will be automatically downloaded to PayTraQer when you hit the dashboard.
PayTraQer Setting Overview
You can customize the following settings in PayTraQer.
Sales Settings– Choose your bank account and the mode of payment here for Authorize.Net Account.
Products and Services Settings– Create/sync products automatically in QuickBooks without manual effort.
Tax Settings– Record tax information of Authorize.Net transactions into QuickBooks.
Payout Settings – Manage your payout preferences here.
Let us see how to configure each setting in detail.
After setting up your PayTraQer, you can have your hands on the advanced settings. You can navigate to these settings by clicking the gear icon on the top right of the screen and select ‘Settings’, listed under Sync Settings. Here you can manage your Sales, Products and Services, Tax and Payout preferences.
Sales Settings
Bank Account -Select the bank account to record your sales. This deposit bank account is used to create Sales Receipts in QuickBooks. You can also type an account name to create a new account in QuickBooks.
It is suggested to use the clearing bank account named "Authorize.Net Bank Account" instead of using a direct checking account for a mess-free reconciliation. To know what a clearing account is, read this article.
Payment Method - Choose a payment method to track your Payments, Sales Receipts, Refund Receipts and Expenses. It is suggested that you use the payment method named Authorize.Net for easy identification.
Auto-Create Customer - Turn on this setting to automatically create the customers in QuickBooks using the names available in the transactions, if the customer information is not available.
Common Customer Name - If you don't want to track sales by customers, you can select the default customer for all your sales. All your sales will be recorded with the selected customer.
Location/ Department Name - Choose a common location or department name for all the sales, if you want to track locations for your invoice/sales receipt.
Product and Service Settings
Auto-Creation
Turn on this feature to automatically create and sync product/services (Items) in QuickBooks from Authorize.Net. PayTraQer brings the Name, Description, and rate information from Authorize.Net to QuickBooks.
Product/Service Type - Choose the type of product for auto-creation when the information is not available in QuickBooks. You can choose either Non-Inventory or Service.
Income Account - Select the Income Account for the auto-created Products/Services. PayTraQer creates Items with this income account in QuickBooks.
Common Item
If you don't want to create items in QuickBooks as exactly as in Authorize.Net, you can turn ON this option to record all your sales to a default product/service.
You have to switch off Auto-Creation to enable this feature.
Common Product/Service - You can choose a default Item to record all your sales in QuickBooks. The Product details from Authorize.Net will be ignored and the provided item will be used in Invoices and Sales Receipts.
Match Products
You can either choose to match your products by name or SKU (Stock Keeping Unit).
Tax Settings
For QuickBooks US
Enabling Tax Processing - Turn ON this setting to let PayTraQer set the tax amount to your transactions according to the tax information available in Authorize.Net.
If you turn it OFF, the tax amount will be added to the transaction amount.
Default Tax Percentage - Choose a default tax percentage for all the sales transactions. This tax percentage will be applied for transactions when the tax information is missing in the transaction.
Shipping Tax – Choose the default tax percentage for shipping for all the shipping enabled transactions.
For Global QuickBooks (CA, UK, AU, IN, SG & Other Countries)
Enabling Tax Processing - Turn ON this feature to let PayTraQer set the tax amount to your transactions according to the tax information available in Authorize.Net.
If you turn it OFF, the tax amount will be added to the transaction amount.
Inclusive Tax – Turn ON this feature to apply the inclusive taxes for your transactions during the sync when the tax information is missing in the transaction.
Common Tax Code - Set a common Tax Code for all your transactions to use when the tax information is missing in the transaction.
Common Shipping Tax Code– Choose the common shipping tax code to use for all your shipping enabled transactions.
Exempt Tax – There could be non-taxable or exempted items in your sales. To sync these items details accurately, you need to select the Exemption/Zero tax, Tax Code.
Payout Settings
Payouts from Authorize.Net are accurately synced into QuickBooks using this feature. PayTraQer records these transactions as ‘Transfer’ in QuickBooks.
Enable Payout Process – Turn ON this setting to sync the payout transactions from Authorize.Net into QuickBooks.
Turn OFF this feature to manually create a transfer or deposit.
Transfer Account – Choose the checking /current account where the payout money has been posted by Authorize.Net. The account you choose here will be used for reconciliation.
FAQ's
Most of us would have some questions while moving data to your QuickBooks Online. Some of them for your reference below:
I want to import Bank Statements with Check Numbers from File. Is it supported?
Yes. It is supported.
Will your application support Multi Line Transactions?
Yes. It will.
I made some mistakes in the Import and my QuickBooks reports got corrupted. Is there any way to undo or revert my Import?
It is possible to undo the import completely/ partially with the Delete feature.
Does your app support taxes?
Yes. It does.
My file has some specific date format. I don't want to change the file. Will your product support all date formats?
Yes. You can select the specific date format as per your requirement in the import settings.
Do you have any sample templates?
Yes. We do have. Sample Template
What are the file types supported by your application?
TXT, CSV, XLS, XLSX etc. Supported File Formats
How do I report the issues if I am stuck?
Feel free to drop an email to [email protected]
Still unsure about the process or got stuck in somewhere in between while performing the above mentioned steps, please feel free to drop a mail at [email protected]