Connecting Chaser with QuickBooks Online

Join thousands of QuickBooks Online users and get paid faster with Chaser’s human-like receivables automation.

Table of contents

• Getting started
• Connecting Chaser to QuickBooks Online
• Choose your Chaser account settings
• How does the Chaser's integration with QuickBooks Online work?
• Syncing Chaser with QuickBooks Online
• What information does Chaser pull from QuickBooks Online?
• Using the integration
• Troubleshooting

Getting started: Sign up to a free trial with Chaser

Before connecting to your QuickBooks Online account, take out a free trial by filling out the following short form:  https://www.chaserhq.com/signup

 

Connecting Chaser to your QuickBooks Online account

After you have filled out the free trial form, you can connect Chaser to your QuickBooks Online account. Follow these steps to connect in two minutes:

1. After filling out the form, the initial integration page will appear where you choose your accounting software. Click 'QuickBooks Online' and then click 'Connect with QuickBooks Online'
2. The QuickBooks Online page will appear where you will need to log in to your QuickBooks Online account will appear (you’ll skip this step if you are already logged in to QuickBooks Online)
3. Choose the organisation you would like to connect to Chaser
4. Click 'Allow access' and Chaser will launch 
5. Chaser is now connected to QuickBooks Online and you can now choose your Chaser account settings

Choose your Chaser account settings

After connecting QuickBooks Online to Chaser,  you can choose your Chaser account settings to tailor your accounts receivable process to best suit your business’ needs:

Complete the following settings to personalise your Chaser account:

• Confirm your business name that you would like displayed on your Chaser account
• Confirm your country
• Confirm your time zone
• Confirm your currency
• Confirm whether you would like to start chasing a few of your customers or all/most of your customers (this will decide whether customers are set to Chasing/Not Chasing, to begin with).
• Click 'Get Started' 

How does the Chaser's integration with QuickBooks Online work?

Chaser has a direct integration with QuickBooks Online API. When Chaser connects with your QuickBooks Online account, Chaser is provided with a unique API token that allows access to the Organisation and Accounting data in your QuickBooks Online account. 

Once Chaser has the API token from QuickBooks Online, Chaser requests data to be pulled from your QuickBooks Online account into your Chaser account. QuickBooks Online API uses OAuth 2.0 to authenticate API tokens. 

In order to have the most up to date data, we regularly pull Accounting data from your QuickBooks Online account. These syncs fetch data that has been created or updated since the last sync.

Syncing Chaser with QuickBooks Online

Chaser syncs with QuickBooks Online once every day and before payment reminder emails are sent out. This ensures that all information is up to date before Chaser emails are sent out. 

You can also sync Chaser with QuickBooks Online at any time in the Chaser app by clicking the 'Sync now' button in the top right of your screen, should you require data to be synced immediately.

What information does Chaser pull from QuickBooks Online?

Contacts

Through the QuickBooks Online API, Chaser retrieves your contacts from your QuickBooks Online account. Chaser pulls through the emails addresses, phone numbers, physical addresses and invoices associated with a customer contact in QuickBooks Online. 

Go to the Customer page in Chaser by navigating to Receivables and then clicking on a relevant customer. This is where you can see the contact information specific to your customer that has been pulled from QuickBooks Online.

On the Receivables page, you can see the following information for a customer:

• Total overdue amount
• Total outstanding amount
• The schedule a customer is on
• Their status (whether or not they are set to Chasing)

Chaser pulls through all the email addresses under a contact in QuickBooks Online. This means that you can have multiple recipients in Chaser. You can have a ‘Normal’ sender and an ‘Escalated’ sender. You can also get directed straight to the customer in QuickBooks Online by clicking the 3 dots on the right of the customer and clicking 'Edit in QuickBooks Online'.

Invoices

 Chaser pulls your customer's invoices (and the invoice PDFs) directly from your QuickBooks Online account. You can choose whether to attach these invoices to your invoice payment reminder emails, or alternatively you can insert a Payment Portal link into your Chaser emails and your customers will be able to download their invoices at any time.

Chaser takes the due date and the creation date for the invoices from QuickBooks Online and uses these to calculate how many days overdue an invoice is. In Chaser, on the Receivables tab under 'Invoices', you can see the due date of an invoice, the outstanding amount and the expected payment date.

You can also go directly to the invoice in QuickBooks Online from Chaser by going into the invoice page by clicking through an invoice in the Receivables tab and clicking the icon in the top right to 'View in QuickBooks Online'.

Payment portal

The Chaser Payment Portal allows you to attach a customised portal to Chaser emails. This portal pulls live information from QuickBooks Online, displaying your customers outstanding invoices and payment options. 

This means that your customers can download and pay for invoices directly through Chaser emails, meaning that you will get paid sooner and will receive less disputed invoices.

Using the Integration

Once the integration is connected, you can start using Chaser to get paid sooner with human-like receivables automation.  With QuickBooks Online’s leading credit control partner, you can better personalise, schedule and track your receivables. To help you get started quickly, your Chaser account comes with 5 best practice payment reminder email templates and a best practice invoice chasing schedule.

You can use these pre-prepared templates and schedules, customise them, or you can choose to create your own templates and schedules to send automated reminders that look hand-typed to your customers, at the best times to encourage payments. Follow this 5-step quick start guide. Alternatively, you can use Chaser’s default settings that are outlined here.

Personalised invoice chasing

Using the information pulled from QuickBooks Online, you can send personalised invoice reminders. Chaser allows you to personalize your email templates using placeholders that pull information straight from your QuickBooks Online account (for example; first and last names, display name and job reference).

You can use Chaser’s schedules to categorize your customers and send them personalised and tailored payment reminders specific to them. You can reminders for invoices that are not due yet, invoices that are overdue and you can also automate emails thanking customers for payment.

It is also possible to use your exact email signature so that your automated invoice reminders look like they have been hand typed every time.  

Chaser also generates customers statements for you so that you can automatically send monthly statements on a specific day of the month. You can upload your logo into Chaser and customise the statements to your preference.

Troubleshooting

Why am I not able to connect QuickBooks Online to Chaser?

If you are having issues connecting QuickBooks Online to Chaser, please ensure that you have a valid QuickBooks Online login and have the Admin user role in QuickBooks Online.

If you meet the above criteria and are still experiencing difficulties connecting Chaser to QuickBooks Online, please get in touch on support@chaserhq.com or via live-chat.

Why aren’t changes I made in QuickBooks Online pulling through to Chaser?

If changes that you have made in QuickBooks Online aren’t updating in Chaser, please follow these steps:

1. Click ‘Sync Now’ in the top right corner of your Chaser screen.
2. Wait 10-15 minutes. When you sync Chaser with QuickBooks Online, Chaser checks for all changes in QuickBooks Online and this can take time.
3. Double-check the changes in QuickBooks Online were completed and have been saved.
4. If the problem persists, please get in touch on support@chaserhq.com or via live-chat.

Why isn’t my expected payment date pushing through into QuickBooks Online?

If using QuickBooks Online as your accounting system, Chaser is not able to push the expected payment date into QuickBooks Online. 

If you make changes to the expected payment date, it will be saved within Chaser but NOT updated in QuickBooks Online. 

Why is contact information different in Chaser and QuickBooks Online?

If some contact information in QuickBooks Online is different from Chaser then please follow these steps:

1. Check that there are no duplicate or archived contacts in QuickBooks Online. These duplicate / archived contacts could have the incorrect information.
2. Check that the correct fields in QuickBooks Online have been filled. For example; check that both first name and last name fields have been filled in. 
3. Check that QuickBooks Online has been synced with Chaser recently.

Why did Chaser disconnect from QuickBooks Online?

When Chaser connects with your QuickBooks Online account, Chaser is provided with a unique API token that allows access to the information in your QuickBooks Online account. All API tokens have an expiration date and when they expire, Chaser no longer has access to your QuickBooks Online account and Chaser will pause chasing activity on your Chaser account.

 

In these situations, Chaser will notify you that you need to reconnect your Chaser account. To do this, when you login to Chaser, click the ‘Reconnect to QuickBooks Online’ button at the bottom right of your screen. 

 

You will then need your admin user in QuickBooks Online to login to QuickBooks Online and allow access again, this will provide Chaser with a new API token and your chasing activity will resume. 

Need support?

For any more questions on Chaser's integration with QuickBooks Online, please get in touch on support@chaserhq.com or message use on live chat, we would be happy to help.