How to configure an automated report in Quickbooks Online (QBO)

These instructions explain how to set up your LoyaltyLoop survey export file (Step 1), manually email your first report to LoyaltyLoop (Step 2), and schedule the report to be automatically emailed to LoyaltyLoop on your selected survey launch frequency (Step 3). You will only need to set this up once. Once configured, your survey export file will be automatically sent to LoyaltyLoop on your selected schedule allowing us to execute your customer feedback loop.

Step 1: Set up your LoyaltyLoop survey QBO export report

1. Sign in to your QuickBooks Online (QBO) account
2. Click Reports from the left main menu
3. In the report search box, search for and select Transaction List by Customer

4. Give your report a name like “LoyaltyLoop Monthly Export” or “Transaction List by Customer for LoyaltyLoop”

5. Click Group by, and deselect any grouping

6. Set the Report period to match the frequency you wish to survey your recent customers. For example, if you wish to survey customers weekly, then select “Last Week”. For daily, select “Yesterday”. For monthly, select “Last Month”.

7. Click Filter, and set 3 filters: (1) Customer is not empty (default), (2) Date is Last Week or the period you set from the prior step, (3) select the Transaction types to Invoice and Sales Receipt. If you also wish to survey prospects, select Estimates. If you use any other Transaction Types to track sales to your customers, select those Types too.

8. Click Columns, and select Delivery Address (which is the email address), Customer, Billing or Shipping Address, Sales Rep, PO#. There is no limit to the fields you can include. If you see a field that you think would be helpful to have associated when you view the customer’s feedback in LoyaltyLoop, add the field.

9. Click Save or Save as

10. Look at the report on screen. In the column labeled Delivery Address, you should see email addresses for your customers. If you do not, or if any are missing, add email addresses to the customer’s record. Make sure you have a process to enter email addresses for each new customer in the future. NOTE: Do not worry about duplicate email addresses, if you see any. LoyaltyLoop will apply filters to remove duplicates, remove bad email addresses, and remove any customer surveyed in the prior 90/120/180 days per your system settings.

Step 2: Manually email your first report to LoyaltyLoop

1. First, make sure you have your LoyaltyLoop Launch File Email Address handy. Your Launch File Email Address is uniquely coded to your survey and your account. The email address uses a plus (+) symbol that fully conforms with valid email address structure.
2. While viewing your report, click the 3-dot icon (More actions) next to the Save button in the upper right of QBO, then click “Email report” on the drop-down menu.

3. On the email window, enter your LoyaltyLoop Launch File Email Address in the To field, and set the Format to Excel, then click Send Email. If the email is sent, you can move on to Step 3, if it throws an error, continue to the next item here in Step 2.

4. In our experience some QBO instances support the valid email schema of the Launch File Email Address, and other instances do not. If yours fails, don't worry. Simply replace your Launch File Email Address with launch@loyaltyloop.com AND paste the code following the plus (+) sign from your Launch File Email Address into the start of the Subject line of the QBO email form, then click Send Email.
   
   For example, if your Launch File Email Address is launch+8hg6g63@loyaltyloop.com, you would paste the code 8hg6g63 into the start of the Subject line. You do not need to add anything else to the Subject. If the email is sent, you can move on to Step 3, if not, please reach out to our support team to complete your QBO report set up.

Step 3: Schedule your report to send automatically

After successfully sending your first report to either your Launch File Email Address or the alternative, launch@loyaltyloop.com, we can now schedule your automated report

1. While viewing your report, click the 3-dot icon (More actions) next to the Save button in the upper right of QBO, then click “Schedule report” on the drop-down menu.

2. On the next screen (shown below), set QBO to Schedule and Send.
3. Set the schedule to start tomorrow at a time before 8am. If you wish to launch your surveys weekly, set the schedule to repeat every 1 week on either a Monday, Tuesday or Wednesday. If you wish to launch daily, set the schedule repeat every 1 day. Set the end to "never".
4. If your first report was successfully sent in Step 2 using your Launch File Email Address, then enter that in the Send to field, otherwise enter launch@loyaltyloop.com and paste the code from your Launch File Email Address into the Subject line.
5. Lastly, click Save and turn on.

Your surveys will be sent (aka launched) the day after the data is received. LoyaltyLoop only launches on weekdays, excluding US federal holidays.

You're all set! Your report is now scheduled to be sent to LoyaltyLoop so your customer feedback surveys launch automatically.