Getting Started with Qvinci RoyaltyHub Automation

Qvinci RoyaltyHub helps franchisors streamline royalty and fee reporting by connecting billing, payment processing, QuickBooks/Xero, and Qvinci RoyaltyHub into a repeatable workflow. Once configured, invoice lines tied to mapped products or services can report data to Qvinci on a nightly basis, reducing manual entry and creating a more consistent royalty reporting process.

Overview

The setup process begins with creating a new account, connecting QuickBooks/Xero, applying for a merchant account, and linking Qvinci. After those foundational steps are complete, administrators can map billing items and customer entities, so the correct royalty and fee information flows into Qvinci RoyaltyHub.

1. Create a New Account

To begin onboarding, sign up for a new Qvinci Royalty Automation account by clicking here. During signup, complete the requested account information using the standard email option, or choose the Intuit account option if that is preferred for your organization.

2. Connect QuickBooks/Xero

After your account is created, connect to your company's QuickBooks or Xero file. Select the option to get started, then choose whether to connect with QuickBooks Online, QuickBooks Online, or Xero. The connection prompts will guide you through the remaining authorization and setup steps.

Important Note: If you do not connect your QuickBooks/Xero account within 5 days of creating your RoyaltyHub account, your account will be deactivated, and you will need to repeat the account setup process.

You should be prompted to connect to your accounting software automatically. If not, click the settings icon in the top right (gear symbol) then choose 'Account Settings' and the option to connect should appear in the top left section under Basic Details.

- Connecting via QuickBooks Online -

Click Connect to QuickBooks to begin linking your QuickBooks Online company file to Qvinci RoyaltyHub. By default, Qvinci RoyaltyHub will generate invoice numbers automatically. If you prefer QuickBooks Online to generate transaction numbers instead, update the custom transaction number setting in QuickBooks Online before continuing.

1. Log in to your QuickBooks Online account.
2. Click the gear icon in the upper-right corner, then choose Account and settings.
3. In the left-side menu, select Sales.
4. Open the Sales form content section and verify or update the Custom transaction numbers setting.
5. Return to Qvinci RoyaltyHub and click Connect to QuickBooks to continue the connection process.

When the QuickBooks authorization window appears, review the company name shown on the screen to confirm you are connecting the correct QuickBooks Online company file. Click Connect to authorize Qvinci RoyaltyHub to access the QuickBooks data needed for the integration.

QuickBooks Online initial sync time (estimated 5 min.) as the Qvinci sync time with potential load time for larger files. After initial sync, Qvinci RoyaltyHub will conduct automatic nightly syncs going forward.

- Connecting via QuickBooks Desktop -

1. While logged in to QuickBooks Desktop as the Admin user in Single User mode, go to File and select Update Web Services to launch the QuickBooks Web Connector.
2. If you recently signed up for Qvinci RoyaltyHub, click Connect to QuickBooks Desktop to begin the setup process.
3. If Qvinci RoyaltyHub was already connected on another PC, remove Qvinci RoyaltyHub from the QuickBooks Web Connector on that computer before reconnecting it on the new computer.
4. Log in to Qvinci RoyaltyHub, go to Settings, then Account Settings, and select QuickBooks Desktop Steps under the re-download QuickBooks Web Connector option.
5. In the QuickBooks Desktop setup window, follow the steps shown to connect your QuickBooks Desktop account or reset your Web Connector password if needed.
6. Open QuickBooks Desktop as the Admin user for the company file you want to connect.
7. If QuickBooks Web Connector is not already installed, download and install the latest version from Intuit.
8. Download the QuickBooks Web Connector file from Qvinci RoyaltyHub.
9. Locate the downloaded .qwc file on your computer, usually in the Downloads folder.
10. Open QuickBooks Web Connector and click Add an Application.
11. Select the downloaded .qwc file and open it.
12. When the authorization window appears, confirm that the application information looks correct and that QuickBooks is running with the correct company file open, then click OK.
13. In the QuickBooks Application Certificate window, choose the option to allow access even when QuickBooks is not running. Then select the appropriate Admin user from the login dropdown.
14. Click Continue, then click Done to finish authorizing the connection.
15. After Qvinci RoyaltyHub appears in QuickBooks Web Connector, return to Qvinci RoyaltyHub and generate the QuickBooks Web Connector password.
16. Enter the generated password in the Password field next to the Qvinci RoyaltyHub application in QuickBooks Web Connector.
17. When QuickBooks Web Connector asks whether to save the password, click Yes.
18. Check the box next to the Qvinci RoyaltyHub application and click Update Selected to run the connection and validate that Qvinci RoyaltyHub can communicate with QuickBooks Desktop.
19. Once the update finishes successfully, return to Qvinci RoyaltyHub and review the QuickBooks Sync Status area to confirm the sync completed.

QuickBooks Desktop initial sync time (estimated 10 min.) as the Qvinci sync time with potential load time for larger files. Nightly sync is scheduled in the web connector in the background as a task. The web connector will need to be running during the sync. The task can't be turned off. Manual “Sync Now” option is available prior to next nightly sync. 

- Connecting via Xero -

1. Apply for Merchant Account (Payment Processing)

Apply for your merchant application so that you can begin processing credit cards and/or ACH payments. Start the FullsteamPay signup process from within the platform by clicking the settings icon in the top right (gear symbol). Then choose 'Payment Processors' and the option to Sign up for FullsteamPay should appear.

Depending on your type of business, additional information may be requested as part of the application. Once you select "Sign up for FullsteamPay", you will receive an email in 24-28 hours with a link to the online application.

Once the application is submitted, please allow 5-7 business days for review. Once approved, you will receive an email notification with your merchant ID.

2. Connect Qvinci RoyaltyHub to SCoA

Before Qvinci RoyaltyHub can receive the correct reporting data, each Entity’s accounting file must be linked and synced in Qvinci.

For instructions on how to link and sync an accounting file to Qvinci, please follow the following links below:

1. How to Link and Sync a QuickBooks Online by Full File
2. How to Link and Sync a QuickBooks® Desktop/Hosted File That Has Classes
3. How to Link and Sync a Xero File

After the Entity files are connected, update the Non-Financial section of the SCoA in Qvinci with the required account types below:

1. Add InvoiceLine under Non-Financial with a whitelist of "invoiceline".
2. Add QVE under Non-Financial with a whitelist of "qvincientity" and "qve"

Please review the article below for steps on how to access the SCoA:

How to Manage the SCoA

3. Map Product and Service Items

Item mapping determines which invoice lines are reported to Qvinci. Product or service items should be mapped to the appropriate royalty or fee types. Only mapped items will report to Qvinci. Multiple items can be mapped to the same type, but each individual item can only be mapped to a type once.

For example, if your organization has separate technology fee items for computer systems and phone systems, both items can be mapped to the same Technology Fee type. This allows similar fee categories to roll into the appropriate reporting type while still preserving the details in QuickBooks.

4. Map Customers to Entities

Qvinci RoyaltyHub brings data in from the connected QuickBooks or Xero file. Each customer or franchisee that should report data to Qvinci must be mapped to the correct Qvinci Entity. This step helps ensure royalty and fee information is associated with the right franchisee, location, or reporting entity.

To complete the mapping, locate the customer and choose Edit Customer. In the Qvinci Settings area, load the available entities, select the appropriate entity from the dropdown, and enter the Sync Tenant Key for that entity from Qvinci.

5. Setup Complete!

Once setup is complete, Qvinci RoyaltyHub can begin receiving invoice data. Any invoices that include lines with mapped items will begin reporting to Qvinci nightly. After confirming setup, the next step is to create recurring invoices for royalty and fee collections so the automation can support an ongoing billing and reporting process.