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Add a QuickBooks Online Organisation
Add a QuickBooks Online Organisation

This help note will show you how to add a QuickBooks Online organisation to your workspace.

Mick Devine avatar
Written by Mick Devine
Updated over a week ago

Notes πŸ’¬

  1. Only a Calxa subscription Owner and Co-Owner can add an organisation to a workspace.

  2. To connect and authenticate you must be a Primary or Company Admin user in QuickBooks Online.

Related Help πŸ“„

Navigate to:
​Settings -> Billing & Admin -> Manage Organisations

This will open the Admin screen in a new browser tab

  1. Click on Add Organisation at the left.

  2. Your current usage is displayed. This is the number of organisations you have connected from the maximum available.
    If required adjust the new capacity. You can increase the capacity at this point to avoid processing consecutive subscription upgrades when you intend to add multiple organisations. See Calxa Pricing for details on any additional charges.


    Subscription capacity. Current usage and new capacity.

  3. Select the Workspace where you would like to add your organisation, then click the NEXT STEP button.

  4. Click on the Connect to QuickBooks button.

  5. In the popup dialog you will need to Sign in to QuickBooks.

    Note: πŸ’¬To connect to QuickBooks you must have Administrator permissions in QuickBooks.

  6. Select the QuickBooks Online organisation you want to import from the Company/Firm drop-down. Click Confirm.

    QuickBooks Online Company selector

  7. You will next be asked to authorise sharing your QuickBooks Online data with Calxa. Click the Connect button at the bottom right.

    Connecting with Calxa

  8. Choose import settings and click BEGIN IMPORT
    What do you want to import?

    1. Location / Class / Customer: to budget and report on any of these QuickBooks tracking options in Calxa, you'll need to turn them on here. If you just need to budget and report at the organisation level, leave these turned off.

    2. Include QuickBooks Budget: at this point you can import one of your QuickBooks budgets. See Sync a QuickBooks Organisation for more details.

  9. The import progress will be displayed until the import is complete.

    Note: πŸ’¬ The time taken to import depends on your chosen import settings and how much historical data exists in QuickBooks. Some imports may take less than a minute while the other extreme may be 20 minutes or more.

  10. When the import is complete, set your preferences by selecting them from the drop-down menus in each section. Click ALL DONE when finished.

    Note: πŸ’¬ all preferences can be changed later if required.

  11. When complete you will be brought back to the Workspaces menu.

    1. To add another organisation repeat the process.

    2. Or click OPEN WORKSPACE to budget and report on this new organisation.

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