How to enable automatic draft asset creation from QuickBooks bills or expenses

QuickBooks Online and Asset.Guru work together!

After go-live, Asset.Guru can "listen" for bills or expenses added into QuickBooks Online against a Fixed Asset account and import them automatically as into Asset.Guru as Draft assets.

It's then your choice to keep the Draft asset to be activated or delete it.

This article is to help you understand what how Asset.Guru processes these QuickBooks Online bills or expenses to create Draft assets. 

Key Points:

  • Asset.Guru is looking for a line in the bill Category section that relates to a Fixed Asset account type.  
  • The Description becomes the Name of the asset.
  • The line Amount becomes the asset's Purchase Price.
  • The bill Supplier becomes the asset's Vendor.

Important: Asset.Guru does not process lines in the QuickBooks bill Item section. 

Important: Don't forget to opt into this feature in the Admin settings page.

As a reminder, here's what a QuickBooks Online bill looks like. The image below shows the two sections, category details and item details. Only asset information entered into the category section will be automatically imported to Asset.Guru, and only if the Category chosen is a fixed asset chart of account.

What does the result look like in Asset.Guru ?

Almost instantly, as long as your settings are correct, Asset.Guru will do the work for you by creating an Asset.Guru Draft asset (found in the asset register, and then in the Draft Asset view of the asset register):

The added bonus is that a new button will appear in the Asset.Guru focus view of the asset that was imported, allowing you to navigate back to QuickBooks Online. To do this, click " Open parent bill in QuickBooks Online".

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