QuickBooks Integrator

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QB Integrator Logo w Reflection.png

Summary

The QuickBooks Integrator for TrialWorks allows you to link QB Customers to TW clients. You can then transfer costs from one program to the other. The integrator can be set up to either pull costs from QB to TW (more common), or to push from TW to QB (less common). We recommend that firms make this decision at the beginning and stick with that transfer direction.

The QuickBooks Integrator for TrialWorks also supports working with multiple QuickBooks company files. Settings are saved for each company file individually and you can link your TrialWorks Clients to a different QuickBooks Customer/Account for each company file.

QuickBooks Desktop

Prerequisites

You will need need the following:

  • QuickBooks 2012 or newer installed
  • TrialWorks Hybrid 10.7 or newer installed
  • The latest version of the integrator (download provided by TrialWorks)
  • You must be logged into the QB file as the Admin the first time to allow the integrator to access the database (not just an administrator)
  • You can only have a single Company file open.

Installation

  • Locate the installer file and run it.

QBInstaller.PNG QBInstallerZip.PNG

    If you just downloaded the zipped version, you will have to perform the
    following steps to access the compressed file:
  1. Double-click on the .zip file to open it
  2. Double-click the installer file to run it OR
  3. Extract the installer to the Desktop
  4. Double-click the installer to run it


  • Follow the prompts (Next, Next, Next, Close). There is no need to change the default path.


QBInstaller1.PNGQBInstaller2.PNGQBInstaller3.PNG

QBInstaller4.pngQBInstaller5.PNG

Initial Setup

  • Have QuickBooks open to begin the Integrator setup
 You must be logged in as the Admin to grant access to QuickBooks


QBConfigurationSettings.PNG


  • Select the data source from the drop down
 Most don't need to change from TrialWorksSQL. 
 Most will also leave the username and password blank.
  • Click the diskette to save.


IntegratedApplicationsAccess.PNG


  • Choose the option you want.
 Most choose "Yes, whenever this QuickBooks company file is open."
  • Then click 'Continue'.

Multiple Company Files

  • The QuickBooks Integrator for TrialWorks supports working with multiple QuickBooks Company files.
  • Settings, as well as all inks between TrialWorks and QuickBooks (clients, transactions, TimeKeeper entries, etc) are separated for each QuickBooks Company file.
  • Items imported from each company file will look no different from within TrialWorks.
  • The QuickBooks Integrator only supports working in one company file at a time. To switch, you will need to close the QuickBooks Integrator and the first company file, open the second company file, then reopen the QuickBooks Integrator.

QuickBooks Online

Prerequisites

  • QuickBooks Online login information
  • TrialWorks Hybrid 10.7 or newer installed
  • The latest version of the integrator (download provided by TrialWorks)

Initial Setup

QBConfigurationSettings.PNG

  • Select the data source from the drop down
 Most don't need to change from TrialWorksSQL. 
 Most will also leave the username and password blank.
  • Click the diskette to save.


QuickBooksTrialWorksProgramSetup.JPG

  • Click "Add New" to add a new QuickBooks Online account


QuickBooksOnlineConfiguration.JPG

  • Click "Connect to QuickBooks Online", which will bring up a new webpage


KeyGenerator.JPG

  • Click the "Connect to QuickBooks" button in the web browser


QuickBooksOnlineLogin.JPG

  • Log in with QuickBooks Online username and password
  • Authorize access for QBOTrialWorks to QuickBooks Online Company


QuickBooksOnlineKeys.PNG

  • Copy Realm ID, OAuth token, and OAuth secret from the webpage into the Integrator's QuickBooks Online Configuration
  • Enter the Company Name from QuickBooks Online into the Integrator
  • Click the Test button
 If successful, click save
 If unsuccessful, please give us a call to troubleshoot at 800-377-5844
  • Once the QuickBooks Online account has been saved, click the Select button to use the TrialWorks QuickBooks Online Integrator

Settings

  • From the Integrator Dashboard, click the 'Settings' button.


QBDashboardSettings.png


 The Settings Menu will then appear. It is lengthy, 
 so this guide breaks it down into subsections.

QBSettings.PNG

Data Source

  • If you want to run the Integrator without TW being open, then fill in the username and password under Data Source

DataSource.PNG

Customer Type

  • Select the option that matches your QB setup.

CustomerType.PNG

"QB Customer Types are Customers" is the more common choice.
Two options for auto Customer\Account naming:
 *If there is a first/last name, Customer\Account name will be Last, First Mi. If not, name will be Company.
 *All Customer\Accounts will be named Company, regardless of whether or not there is a first/last name.
"Include File #" will add the case's File # in parentheses to the end of the Customer\Account name.

Account

  • Choose what the Integrator will transfer

ImportSettings.PNG

 Please note that payments in QB relate to invoices, not deposits

Filter

  • Date Filter. Choose a starting point if you want to limit transaction transfers.
  • Active Customers Only reads the property from QB and filters out non-active customers.

FilterSettings.PNG

 If the Date Filter is disabled, the Integrator will keep track of the date of the import. The first import will import from the first transaction of the company file. 
   Subsequent runs will import only from the last import.
 If the Date Filter is enabled, the Integrator will always import from the date selected.
 
 If you'd like to reset the integrator so that it imports the first transactions again, delete the records from the SQL table QBConfig and rerun the import.

Link Type

  • Autolink exact matches
  • Open TW Cases acts as a filter for the TW Case Status

LinkType.PNG

Vendor Type

  • This should be set to "Contact" except for rare instances pushing from TW to QB.

VendorType.PNG

Save

  • Click the diskette to save settings and close the Settings Menu

Link QB Customers to TW Clients

  • From the main Integrator Dashboard, choose Utilities:

QBDashboardUtilities.png


  • From the Utilities menu, choose Link Tables:

QBUtilitiesLinkTables.png


  • On the left will be you QuickBooks Customers/Accounts. On the right will be your TrialWorks Clients.

QBLinkTables.PNG


  • To link, select the QB Customer/Account from the left and the TW Client from the right. Then double-click the TW Client.

QBLinkTablesPrompt.PNG

 Click Yes to link the QB Customer/Account to the TW Client
  • When a TW Client is linked, you will see the text change to show the name of the QB Customer/Account first, then ->, then the name of the TW Case:Client.
 Client Costs:Philips, Robert->Philips, Robert vs. Anderson, Aaron (03-000001) : Philips, Robert
  • Click either X to close

QBLinkTablesClose.png

Pull Transactions from QB to TW

  • QuickBooks must be open
  • Double-click the Integrator icon to start the program
  • Click the button to Import transactions from QB to TW

QBDashboardImport.png


  • The import window will appear.
  • Click Import. Then click Yes.

QBImport.PNG


  • You will see the transactions scroll by.
  • Note any errors for troubleshooting
  • When finished, click the 'X' at the top right or click Close to exit the screen.
 You will see ***Total # Checks/Bills/etc. Imported*** when finished

Push Transactions from TW to QB

  • QuickBooks must be open
  • Double-click the Integrator icon to start the program
  • Click the button to Export transactions from TW to QB

QBDashboardExport.png

  • The export window will appear.
  • Click Export. Then click Yes.

QBExport.PNG


  • You will see the transactions scroll by.
  • Note any errors for troubleshooting
  • When finished, click the 'X' at the top right or click Close to exit the screen.
 You will see ***Total # Checks/Bills Exported*** when finished

Requirements

  • For a cost entry to export the following must be true:
 1. The TrialWorks Payee must be linked to a QuickBooks Vendor. This can be done using the Export Vendors to QuickBooks function in the Integrator explained below.
 2. The TrialWorks Task Code must exist in QuickBooks as an Expense Account.
 3. The TrialWorks Client must be linked to a QuickBooks Customer

Timekeeping

  • QuickBooks must be open
  • Double-click the Integrator icon to start the program
  • Click the button to go to the Timekeeping menu

QBDashboardTime.png

  • Click the button to Import Service Items from QB
 This will create TW Task Codes for every QB Service Item.  You must designate the Rate in the QuickBooks Service Item.
 TW Timekeeper entries must use a task code imported here

QBTimekeepingService.png

  • Click the button to Export TW Activity Codes as Classes to QB
 This will create a Class in QB for each TW Activity Code currently being used in timekeeper entries
 Use this only if you are not using Classes to designate another type of field in QuickBooks

QBTimekeepingActivity.png

  • Click the button to Link QB Employees to TW Users
 Only linked TW Users will have their timekeeper entries exported

QBTimekeepingLink.png

  • Select the QB Employee on the left. Select the TW User on the right. Double-click the TW User and press Yes to link them.

QBLinkEmployee.PNG

  • TW User text will change to show it is linked
 John Lucas->John Smith
  • Close this window by clicking either X
  • Click the button to Export TW Time Entries to QB

QBTimekeepingExport.png

  • If you'd like to export within a certain date period, enter it at the top. If not, uncheck the box to export all timekeeper entries.
  • If you'd like to limit the export to a specific case, you can chose it in the dropdowns.
 You can limit by File # or by Case Name
  • With all the filters set, click Export and Yes to export all the Timekeeper entries within the specified filters

QBTimeExport.PNG

Export Clients to QuickBooks

 Please Note: this will export all unlinked clients to QuickBooks. If you have already created Customers/Accounts in QuickBooks you may want to skip this option.
  • From the main Integrator Dashboard, choose Utilities:

QBDashboardUtilities.png

  • Click the button to Add/Modify Customers and Accounts in QB

QBUtilitiesCustomer.png

  • Click Import and Yes to start the import.

Export Vendors to QuickBooks

 Please Note: this will export all payees/contact currently being used to QuickBooks
  • From the main Integrator Dashboard, choose Utilities:

QBDashboardUtilities.png

  • Click the button to Add/Modify Vendors in QB

QBUtilitiesVendor.png

  • Click Import and Yes to start the import


Troubleshooting

  • Check version and apply the latest release. Retry.
  • Restart QuickBooks Database Services on Server.
  • Check to make sure DB is in MULTI-USER mode.
  • Open QB DB Manager and re-scan QB data folder.
  • Make sure that costs are entered as bills, not just manually written on an invoice.
  • Users should be entering bills so you have a true accounts payable figure even if you aren't paying the bills until the end of the case.
  • Check Preferences in QB for "Integrated Applications" and be sure it's marked to allow access for the integrator. Changes to this setting must be made in single-user mode.