QuickBooks Online

To connect to QuickBooks Online

When you import data from QuickBooks Online for the first time, you must set up the connection and authorise Spotlight to connect to your data. This is an easy process and normally only needs to be done once. In the following months, you can simply import the updated data.

  1. From the Import tab, click QuickBooks.
  2. Click the Connect to QuickBooks button.  You're then redirected to QuickBooks.
  3. Enter your QuickBooks Online account details and click Sign In.
    If you're already logged in to QuickBooks Online, the login window may not appear and you can continue to the next step.
  4. Choose the organisation you want to connect to, then click Authorise.  

    Note: If you're a Pro Advisor firm, and your own firm's organisation doesn't appear, please click the Add app to firm link shown below the drop-down list.

Once the authorisation is complete, you are redirected back to Spotlight and can now import your data.

Note: For the initial connection only an administrator of the selected company/firm can authorize its connection to this app. Specifically, the authorizer must have Master Administrator or Company Administrator permissions.

To import your data

  1. From the Import tab, select the check boxes for any actual, budget, class or location data you want to import.
  2. For each item, enter the date range you want to import.

    Note: The first time you import, this should include any history you want to bring into Spotlight. You can import the current financial year, and up to three previous years.  After the first import, you need only import the date range which has been updated in QuickBooks Online.
  3. If you chose to import class or location data, the first time you import you must select the classes or locations. To do this, click Select Classes or Select Locations, select the items you want to import, then click Import Selection.
  4. To continue, click Import.

The first time you import, the process may take a few minutes.  In subsequent imports, to speed up the process you can bring in only the updated information. If you reimport data for a range you've already imported, the new data replaces the old information.

Types of data

You can import the following types of data into Spotlight:

  • Actuals - Monthly accrual and cash information from QuickBooks. You can import the current financial year, and the three previous financial years.
  • Budgets - The budget information held in QuickBooks.

    Note: For the budget to import, it must be the main budget in QuickBooks.
  • Class and location data - Actual and cash data for classes and locations in QuickBooks. If you import this information, you'll be able to use this to filter your reports and charts - for example to show a chart for a single department.

To remove the connection to QuickBooks Online

To disconnect from QuickBooks Online

Note: This process does not remove the data from within Spotlight. Instead, it removes the authorisation to connect to QuickBooks Online. If you import data again within Spotlight, you'll be prompted for your login details. If you'd like to remove the data from Spotlight, please refer to the next section.

  1. Open Spotlight and access the required organisation.
  2. From the Import tab, click the QuickBooks Online data source, then click Disconnect.
  3. To confirm, click Disconnect again.

To remove the data from Spotlight

Note: This process permanently deletes all of your QuickBooks Online data in Spotlight, along with any Report Code or Spotlight Display Name changes that you have previously made.

  1. Open Spotlight and access the required organisation.
  2. From the Import tab, click the QuickBooks Online data source, then click Remove Account.
  3. To remove the data, click Delete.

Data not importing

If your data doesn't import as expected, there are a few areas to check:

  • Lock Date (does not apply to Spotlight Forecasting) - In the Customise Data tab, check the cells for the period you're importing. If a lock icon appears against the cells, you must change the lock date for the organisation, then try the import again. You can do this from Organisation Settings.
  • Amount of data - If you're importing for a large data set, try importing for a smaller period of time, for example two months. If this works, continue importing your data in small increments.
  • Class and location data - If you're importing for the first time for a data set that includes class or location data, please ensure you click the Select Classes or Select Location link and choose the items you want to import.
  • Report Date - You can set the report date on the Customise Layout screen. Actuals will only show up to this report date. If you try to import data beyond the report date, it will not be shown in your report. You can either a) change the report date, or b) head to the main screen and create a new report.

If the import still fails, please contact us. Please include the text of any error message that appears, and the results of the above checks.

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