You can now link your Firm360 account to QuickBooks Online (QBO). Firm360 will keep your Clients, Invoices, and Time Tracking in sync with QBO automatically. This is also useful for new Firm360 users because it can import your existing QBO Customer list to get you up and running quickly. Firm360 does not integrate directly with the QBO app.
*****If Integrating with QBO you will not be able to connect your Firm360 to Stripe for processing credit card or ACH payments.
Note: You must be an Admin to complete these steps
1. Navigate to the “Integrations” tab.
2. Click “Connect QuickBooks.”
3. Sign into QuickBooks Online. (You may be asked to allow Firm360 access. If so, click “Connect.”)
4. Choose the company you want to connect if applicable.
Client Sync:
- Click "Import Clients" to pull existing clients in from QuickBooks. (Note: This does not duplicate check by name, will duplicate if you already have populated your users in Firm360 by another means.)
- The system will check hourly and send an update to QuickBooks with any clients that have been created or updated.
- To sync all clients immediately, click “Sync Clients” on the “Integrations” tab.
To sync a specific client’s information immediately, click “Sync” on the client's Main tab.
- If the client is already in QuickBooks, a duplicate check by name will be run. (Note: Due to the nature of how client names are derived, the duplicate check could potentially fail, especially if the client is a married individual. If a duplicate is created, the new entity will be tied to Firm360 going forward. We recommend using QuickBooks merge customer function to merge the duplicate client with the existing client.)
- You will see the "QB" logo on the client's Main tab. If you hover over this logo, the ID of the linked QuickBooks customer will be shown.
Invoice Sync:
- It is important that all of your “Billable Categories” are mapped to "Products and Services" in QuickBooks in order for Invoice Sync to work. To do so, go the the “Customizations” tab. Enter a "Code" for each Billable Category. That must match the name of the Service in QuickBooks. (Note: If an invoice is missing a type, that item will not push to QuickBooks.)
- If your invoices roll up by "Billable Type" instead of "Billable Category" - then you need to put your QuickBooks lookup codes on the billable types instead by going to "Admin" -> "Customizations" -> "Billable Types"
- The system will check hourly and send an update to QuickBooks with any “NEW” status invoices and will mark them “Processed Externally.” (Note: The invoice then becomes read-only and all invoice/payment management must take place in QuickBooks.) On the client side, the invoice will be loaded into QuickBooks using their existing QuickBooks invoice template.
Time Entry/Payroll Sync:
- Using the left pane, under Reports, navigate to the "Timesheets" report.
- Once time entries are approved, they flow over to QuickBooks. (Note: The staff member must be setup in QuickBooks Payroll and both their name and email address must match that of their Firm360 user. If they are assigned a specific rate it too should match Firm360.)
Note: Once an invoice is generated from a time entry, that associated time gets "locked" and approved automatically..