Keap

Keap

Sync invoices and payments to QuickBooks.

Is there a demo?

Here is a demo:

Keap Set-Up

There are no files to install. Here are the steps to integrate:

  1. Login to Connex.
  2. On the dashboard's connections grid, click add connection.
  3. Choose Keap.
  4. Click next.
  5. Login to Keap.
  6. Choose your instance, if there is more than one, allow access to our app.
  7. Keap will redirect you to Connex. Complete our install wizard.

    How do payments sync to QuickBooks?


    Our system can pull payments independent of invoices. An invoice can enter QuickBooks, followed by a payment a few days later. Keap adds manual payments with a time of 12:00 AM. Our system will add twenty hours to this time, so our system can retrieve it. If you create an order and a manual payment within a few minutes, the payment should sync with the order. Otherwise, please allow up to one day to receive payments in QuickBooks. 

    How do I sync paid orders only?

    Connex for QuickBooks Online and Connex for QuickBooks Desktop will sync any Keap order to QuickBooks. Failed payments generate an Keap invoice, but no payment. There are two things you can do:

    1. Click manage on our dashboard. Expand orders > sync orders to QuickBooks > transaction. Switch to invoices, payments if paid.
    2. Under sync orders to QuickBooks, expand sync manually. In the order status field, enter paid. Only paid orders will enter QuickBooks.

    Matching Payments

    The payment reference number uses the transaction ID, which is a unique ID assigned by your bank. By assigning a unique ID to QuickBooks payments, you can assign multiple payments to the same order:

    1. Invoice 123 in Infusionsoft for $100
    2. Payment 1 for $25
    3. Payment 2 for $75

    Our software looks for duplicate payment by the reference number. If you assign the invoice id as the reference number, two things will happen:

    1. You cannot assign multiple payments for the same invoice.
    2. It's possible another payment uses that reference number.

    If you pull a transaction detail summary from your merchant account, you can match the payment reference numbers.

    How do I pull orders by invoice number?

    You must find the Keap invoice number for each sale:

    1. In Keap, go to your all sales itemized report.
    2. Find the order that you are trying to sync.
    3. Note the invoice number field.
    4. Login to Connex.
    5. Click manual sync.
    6. In the order number field, enter a comma separated list of invoice numbers.

    How do the fields map?

    Here is a diagram:

    Keap QuickBooks Notes
    Invoice Number Order Number  
    Order Id Not Mapped You can map this field to the order number field, using our rules engine. Delete the conditions from the order number mapping rules in your account.
    Notes Memo  
    Customer Type Customer Type  
    Due Date Due Date  
    Due Date Order Date If no due date is supplied, then the date the order created is used.
    Order Date Order Date  
    Billing Address Billing Address Address 1, Address 2, Address 3, City, State, Country, and Postal Code.
    Shipping Address Shipping Address Same as above
    Customer Email Customer Email  
    Customer Phone Customer Phone  
    Shipping Method Shipping Method  
    Shipping Amount Shipping Amount  
    Total Tax Total Tax Can be mapped as a line item. The user can map QuickBooks tax codes, based on the shipping address.
    Custom Fields Optional, PO Number is popular. Can be mapped to fields in QuickBooks, using our rules engine. You could map a custom field to the QuickBooks PO.
    Line Item SKU QuickBooks Item Name / SKU  
    Line Item Name QuickBooks Item Description  
    Line Item Quantity QuickBooks Item Quantity  
    Discounts Discount Line Item Each discount appears as a separate line item.
    Unit Price Unit Price  
    Is Service Item / Digital   If you create products using Connex, we can create non-inventory or service items from this field.