By matching Aryeo tax rates with QuickBooks tax rates, the synced tax rates will ensure that Paid Orders are correctly reflected on QuickBooks Invoices with accurate tax calculations.
The synced tax rates are also automatically synced to the QuickBooks tax reports, making it easier for you and your team to generate/view your tax returns for a specific period.
Step-by-step instructions/walkthrough:
If you already have Sales taxes configured on your QuickBooks Online account, you can skip to Step # 6.
QuickBooks Setup: Login to QuickBooks Online; under the Taxes section, click the Sales Tax tab and click on Get Started.
Input your physical business address, take note that Aryeo will still calculate taxes on how your Aryeo Tax is configured. However, Quickbooks requires you to complete this step in order for Aryeo to push taxes to it.
Click Add Rate and select whether to create a Single or Combined Tax rate.
Set the Tax Name, Agency, and Rate.
Example: Create a combined tax rate called "Cook County, IL Sales Tax." This would consist of two child tax rates, "Cook County Sales Tax" with a rate of 2%, and "Illinois State Sales Tax" with a rate of 5% for a combined rate of 7%.
Click to Save the new tax rate(s) you created—reference of the setup instructions from Quickbooks.
Aryeo Setup: The next step is ensuring we have the same tax rates set up correctly within Aryeo. To do so, log in to Aryeo and scroll down to the Products section.
It is best to create tax rates that match precisely what you already have in your QuickBooks account or vice versa.
If you have a combined tax rate in QuickBooks, you must create separate Aryeo tax rates for each sub-rate.
Continuing the example in Step # 3, you need to create both a 2% rate and a 5% rate in Aryeo, not create a single 7% tax rate.
To continue,from the products page, click on the Taxes tile.
Click on the + New Tax Rate button, and select one of the three options below.
Set the Tax Name, Description (optional), Address to use (Service or Billing address of your Customers), and Rate.
For State/Province tax, you must also select the Country (Canada or US ONLY) and then the State.
For County tax, you must also select the County after the Country and the State.
Click on Create Tax Rate to save the new tax rate. Please Note: The Tax Rate applied to your orders is based on the Service or Billing Address of your customers, dependent on the preference you have chosen in Step 8.
QuickBooks + Aryeo sync: Once you have successfully created your tax rates both in Aryeo and QuickBooks, the next step is to sync/match your tax rates between the two. You can navigate back to the Aryeo App Store, and under the Accounting section, click on the QuickBooks tile again to go to the QuickBooks Center page.
Like how you would match your customers and products/services, click the Start button to go to the "Connect tax rates with QuickBooks" page.
Again, similar to how you would match customers, and products/services, match the corresponding QuickBooks tax rate with your Aryeo Tax rate from the drop-down.
If you forgot/missed creating the tax rate within Aryeo, click the + New Tax Rate button on the same screen and follow Steps # 7 to 9.
Like customers/products/services, you can confirm successful syncing when it says Connected.
Once you've completed the above steps, you will be able to see the specific tax rates that have been applied/calculated for each Aryeo order(s), and they will now be synced/aggregated to the corresponding sales tax report for each tax agency within your QuickBooks Online account going forward.
Video walkthrough on how to match/sync your Aryeo Tax Rates with QuickBooks'.
FAQ / Troubleshooting Tax Rate Syncing
Suppose you mark a tax rate as Inactive in QuickBooks. In that case, Aryeo will continue to send that tax rate over unless you either:
Disable the tax rate in Aryeo, or
Return to the "Match Tax Rates" page and map the Aryeo tax rate to a different QuickBooks tax rate.
If Aryeo is unable to determine which QuickBooks tax rate(s) to use, it will continue to send the tax total in your currency to QuickBooks. It will not be mapped to a specific tax rate or agency.
This could happen if you forget or don't map all of the sub-rates in a Combined tax rate or if you map an Aryeo tax rate to multiple QuickBooks tax rates.
Troubleshooting Videos
Tax Rate Syncing and Manual Order Syncing
The video highlights the importance of tax code/rate syncing and the manual order syncing process.
Syncing Inactive Tax Rate in QuickBooks
This video demonstrates that when payment is collected and synced back to QuickBooks, even if you synced a deactivated QuickBooks tax code/rate in Aryeo, the correct tax rate (even when marked as inactive) will still be applied to the order.
When the Tax Code cannot be synced
This video demonstrates what happens and what you need to do to fix the issue where when no tax code/rate is not synced correctly within Aryeo. The invoice will still show the tax total, but it will not be able to pull the specific QuickBooks tax code/rate.
Let us know what you think and if you have any questions or concerns! Feel free to email us at [email protected], or start a chat session with our team!