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QuickBooks Integration Rules and Notes

1. The Customer reconciliation between the two systems is done by the Contact and Company. Flex Catering will create both customer and its respective company in QuickBooks. The order will display the customer and and its company for the billing details.

Note: Customer/Company relationship will not be updated on subsequent imports. Other details will update as per order.

QuickBooks can’t have duplicated Customer and Company name. They MUST be unique. 

On each import you will be prompted with a mapping screen that allows you to match your contacts and products in Flex Catering to your respective ones in QuickBooks. If no contact or product is mapped, a new one will be created in QuickBooks. 

After the import is initiated, Orders can take a few minutes to show in QuickBooks. We recommend importing in batches of up to 10 orders per import.


5. Status Matching:

Flex Catering = QuickBooks

  • Paid = Paid
  • Unpaid or Partially Paid = Open


6. Date Matching:

Flex Catering = Xero

  • Delivery Date in Flex = Order Date in QuickBooks
  • Due Date in Flex = Due Date in QuickBooks
  • If there is no Due Date, Flex will pass the Delivery Date as Due Date


7. Payment Integration:

  • Payments are imported to QuickBooks with their respective orders.
  • Payments created by Flex Catering are prefixed with reference id `PF` (i.e: PF394). If payment is adjusted directly in QuickBooks, it will be overwritten by payments in Flex on subsequent import of the order.
  • If Flex is unable to update payments from order in QuickBooks, the order will get updated except for the payments details. Flex will show the message ‘Order details updated except for its payments’ so you can manually adjust the payments in QuickBooks.

Ticks next to each orders in the order list:

  • No tick: Order hasn’t been imported.
  • Green tick: Successfully imported into QuickBooks.
  • Yellow tick: It was successfully imported but has been edited since. It can be re-imported.
  • Red tick: failed to import. It can be re-imported.

Note: If order is imported to QuickBooks, it will not allow to import this same order again (Green Tick in Flex Catering order list).

9. Delivery fee
passes to QuickBooks as line item in order.

10. Discount
passes to QuickBooks as line item in order.

11. Imported Voided Orders in QuickBooks:
If an order is voided in QuickBooks and re-imported from Flex, the order will become active again and gets updated on import.

Same as item 10 above applies to Customer and Company.
13. You can enable order notes in Flex Catering to pass to the accounting software order notes field.

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Joseph Calnan
Joseph Calnan
20:11 15 Dec 19
Great software for our small catering company. It has revolutionised the way we work from taking orders online to invoicing. The team at Flex have also been incredibly helpful throughout the whole process and are immediately available if/when we have any issues/questions.
Lauren Hamilton
Lauren Hamilton
23:27 28 Nov 19
Excellent service and support from the team - great to easily be able to problem solve as needed. Product fits our needs, makes things easy and is simple to use if you have some (small amount) of experience with similar software. A great solution.
Rael Ross
Rael Ross
02:11 18 Nov 19
Hands down, the best catering software we have ever come across!
Peter Botros
Peter Botros
01:23 05 Aug 19
Flex Catering was the best business decision we made. It has built consistency within the business and provided transparency for our customers. Now customers can view and order from our online menu. Our staff can easily identify the confirmed orders and print specific production reports for the kitchen and drivers. Customer support is always online and very helpful. New versions are released every few weeks or so with nice additional features which are always very welcome and helpful. A big thumbs up to the Flex team :)
Email David
Email David
00:14 14 Apr 19
Very quick, very good and getting better all the time - great customer experience
John Mulligan
John Mulligan
20:27 11 Mar 19
Flex catering provide a great personalised service an excellent product that is constantly evolving based on feedback from their clients. Well done.
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