Connect and sync QuickBooks Online

💡 Tips

• •Invoices are PHI-stripped before sync: consumer names become a job reference number, interpreter names are omitted, and the memo is cleared. The in-app invoice still shows full names for your internal use.
• •If you map a differential to its own item, name that item after the service and never after the person. QuickBooks is not covered by a HIPAA agreement, and the item name is the one thing on the line that carries words. "Tactile ASL" describes the interpreting you provided. "Deaf-Blind" describes the person you provided it for. Pick, or rename in QuickBooks, an item of the first kind.
• •Giving a differential its own item changes only which account the money lands in. Nobody is billed a different amount.
• •Contractors link to QuickBooks vendors, W-2 staff link to QuickBooks employees. They are different records in QuickBooks: a vendor is who a bill is paid to, an employee is who a paycheck is written to.
• •A payout bill is a purchase, not a sale, so it posts to an expense account rather than an item. If a payout sync fails with "There is no account associated with the item", set the contractor payout expense account.
• •Customers are matched on the address the invoice is actually billed to (the customer's invoice email, its Default billing group's, or a billing contact's), so a customer with several sites lands on the right QuickBooks record. If a match fails, the reason is shown rather than hidden.
• •QuickBooks often shows a customer under the contact person's name ("Jane Smith") with the organisation in a separate field. The Customer Sync table shows the organisation first and the contact underneath, matches on either, and names an imported customer after the organisation.
• •A QuickBooks customer that shares a name with a OneTerp customer but not an email is never imported as a second customer. It is shown as a name match for you to confirm on the Customer Sync tab. The import only creates customers that QuickBooks holds an email for.
• •Use "Refresh from QuickBooks" to pull payments back, but note that a zero balance in QuickBooks is not by itself proof of payment. A voided invoice, an edited-down invoice, and a credit memo all read as zero, so those are skipped and listed by number for you to look at rather than silently marked paid.
• •Connecting QuickBooks and saving the mapping needs Billing access at the Manage level. It no longer requires Settings access as well.
• •Payout sync creates one QuickBooks bill per 1099 contractor against their linked vendor; W-2 employees are deliberately excluded, because their pay goes through payroll instead.
• •The hours sheet carries hours only. QuickBooks holds the pay rates, so check the rates there, because OneTerp cannot see them.
• •Every hour appears exactly once on the sheet, under the single pay type it earned, so entering the whole sheet cannot double-pay a premium.
• •If you posted a summary journal entry for a period, do not also enter those hours by hand, because that would count the same wages twice.
• •Each pay period can only be posted as a summary journal entry once, so re-clicking won't double-book it.
• •A contractor must be linked to a QuickBooks vendor before their payout will sync, or the export will stop.
• •One QuickBooks customer belongs to one OneTerp customer. If you link a customer to a QuickBooks record that another active customer already holds, OneTerp refuses and names that customer. Unlink it from its Manage page first, or merge the two if they are the same organisation.
• •Deactivating a customer releases its QuickBooks link, so that QuickBooks customer is free to link to another record.
• •Merging two customers keeps the accounting link. If only the customer you fold in is linked, the one you keep takes over its link. If both are linked, the merge asks which one future invoices should use.
• •Tokens refresh automatically; if the connection is revoked, reconnect from Accounting App Integration.