For agencies💵 Billing & Payouts

Connect and sync QuickBooks Online

Connect your QuickBooks Online company, sync finalized invoices (with patient names stripped) and contractor payouts, link contractors to vendors and W-2 staff to employees, and send staff hours or payroll totals across.

The QuickBooks add-on lets you push invoices, contractor payouts, and W-2 staff payroll into QuickBooks Online. Because Intuit has no HIPAA agreement, OneTerp strips all patient information before anything is sent.

Step by step

  1. 1Have a super-admin enable the QuickBooks add-on for your agency.
  2. 2Open Settings, Billing & Subscription, then Accounting App Integration, and click Connect to QuickBooks to authorize your QuickBooks company.
  3. 3Set up product mapping: map Service Hours (required), and optionally Travel, Mileage, and Custom, to your QuickBooks items.
  4. 4Set a contractor payout expense account, usually something like Contract Labor or Subcontractors. Leave it blank only if your Service Hours item is set up for buying as well as selling, because QuickBooks rejects a sell-only item on a bill.
  5. 5Optionally give a rate differential its own QuickBooks item so evening, weekend, holiday, and tag-triggered premiums break out on your profit and loss instead of lumping into Service Hours. Anything left blank uses Service Hours.
  6. 6Link or import your customers so OneTerp invoices match QuickBooks customers.
  7. 7In the roster, open each contractor's detail and link them to a QuickBooks vendor before syncing payouts.
  8. 8For W-2 staff, open their roster detail and link them to a QuickBooks employee (staff link to employees, not vendors).
  9. 9Sync a finalized invoice to push it to QuickBooks, and click Export to QuickBooks on a payout batch to create contractor bills.
  10. 10For W-2 payroll, open Billing and go to Timecards & Payroll.
  11. 11If you enter payroll in QuickBooks yourself: click Download hours-by-pay-type sheet. It is laid out like the QuickBooks Run payroll grid, one row per employee and one column per pay type, so you can read across a row and type across the matching row.
  12. 12If you want the totals in your books instead: map your wages and clearing accounts on the Payroll sub-tab of the QuickBooks settings, then click Post period to QuickBooks. That books one journal entry for the period’s total gross pay.

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, so a customer with several sites lands on the right QuickBooks record. If a match fails, the reason is shown rather than hidden.
  • 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.
  • Xero works as a second accounting provider on the same tab. An agency connects one provider at a time, and the same information is stripped before anything is sent either way.
  • 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.
  • Tokens refresh automatically; if the connection is revoked, reconnect from Accounting App Integration.

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