Integration Guide: QuickBooks

Transcription

1 Integration Guide: QuickBooks Turning on QuickBooks integration in ProWorkflow gives you the ability to send invoices from ProWorkflow straight into a QuickBooks account with the click of a button. This guide details how to turn on and use this integration. Important Information The following is a list of important items to remember: QuickBooks does not support invoices with a $0 or Negative total. QuickBooks requires invoice numbers have less than 12 characters. QuickBooks does not support company names longer than 42 characters. QuickBooks does not support client names longer than 42 characters. QuickBooks requires a unique contact name (i.e. you cannot have two John Smith s ). QuickBooks requires a unique Invoice Number for each Invoice sent from ProWorkflow. Invoices sent to QuickBooks can be deleted in ProWorkflow, care should be taken to ensure that accounts can be reconciled. QuickBooks online is not currently supported. Page 1 of 9

2 Enabling QuickBooks Integration in ProWorkflow Enabling integration within ProWorkflow & obtaining QWC files 1. Log into your ProWorkflow Account as normal. 2. Click INVOICES on the main navigation bar. 3. Click Settings from the sub-nav below it. 4. Scroll down to INTEGRATION SETTINGS and select the QUICKBOOKS option in the drop-down box. 5. Click UPDATE. 6. Click INTEGRATION Settings on the left nav bar. 7. Download the two QWC files by clicking on their links. Download and install the QuickBooks Web Connector 1. Go to 2. Follow the instructions onscreen to download the web connector. 3. Run the install program and follow the instructions. Page 2 of 9

3 Preparing QuickBooks for integration 1. Using the Lists drop-down list select the Item List 2. Select New in the Item drop-down list 3. Call the item PWF Invoices (Case Sensitive) and select an account for your invoices to be listed in (Select an Income account) 4. Click OK. Page 3 of 9

4 Setting up QuickBooks Web Connector 1. Open the QuickBooks Web Connector (from the Windows Start Menu) 2. Click Add an application 3. Select one of the QWC files downloaded earlier. 4. You ll see a pop-up asking you to Authorize the web Service for use in the web connector Page 4 of 9

5 5. Click OK 6. In QuickBooks it will ask you when you want to allow the web service to access your data, select Yes, whenever this QuickBooks company file is open 7. Click Continue 8. QuickBooks will ask for confirmation, so click Done 9. Repeat steps 3-9 for the other QWC file. 10. In the web connector click into the two Password fields and enter in the password you use to access your ProWorkflow account (this MUST be the same password used by the user account that was used to download the QWC files). 11. QuickBooks will ask you if you want to save the password (it s probably best to select Yes). Page 5 of 9

6 Using the Invoice Manager with QUICKBOOKS Integration Turning on QuickBooks integration gives you the ability to send invoices from ProWorkflow to QuickBooks. This can be done on the Project Details Page, the Invoices page & the Invoices Archive page (depending on settings). To send an invoice to QuickBooks: 1. Select the invoices you want to send to QuickBooks using the check-box beside the invoice. 2. Click Send to QUICKBOOK. 3. The status will change to Awaiting Sync 4. In the Web Connector tick both the Company Synchronization Application and the Invoice Synchronization Application then click the Update Selected button Page 6 of 9

7 5. It will run the update, wait for the Total Progress bar to reach 100%. 6. In ProWorkflow the invoice status should now show Sent 7. Optional - In the Web Connector tick the option to Auto-Run and set a time period to have the update run automatically (when QuickBooks and the Web Connector are running). Page 7 of 9

8 ProWorkflow Invoices in QUICKBOOKS When you send an invoice from ProWorkflow to QuickBooks it will be available to use in the same way as a normal invoice. To check what invoices have been received from ProWorkflow: 1. Open the Item List 2. Right click on the PWF Invoices line item then select Quick Report: PWF Invoices. Page 8 of 9

9 Company Matching Once an invoice is sent from ProWorkflow to QuickBooks, all existing QuickBooks companies and contacts are imported into ProWorkflow and any identical names are automatically matched. If a company exists in ProWorkflow but not in QuickBooks then it is automatically created when you send an invoice to QuickBooks. To adjust Company Matching settings: 1. Click INVOICES on the main navigation bar. 2. Click Settings from the sub-nav below it. 3. Click INTEGRATIONSettings from the menu on the left. 4. Scroll down to Company Matching. 5. If a company has already been matched but you want to change the matching then click the Change link, select a different company, then click the UPDATE button. This change will only affect future invoices that are sent to QuickBooks. 6. If a company is in QuickBooks but not in ProWorkflow then you can either select the correct company using the Select Company link or you can create a new company in ProWorkflow using the Add New link. If a company is deleted or edited in ProWorkflow then any invoices linked to it will no longer be assigned correctly. To correct this, the invoices must be edited and manually reassigned. Page 9 of 9