User wants to know if there a simple way to send a payment recorded in BillQuick over to QuickBooks. Does the invoice need to exist in QuickBooks first? User is basically using QuickBooks for general ledger and company reports, and doesn't need to sync all the data such as clients, projects, employees, etc. This seems redundant since BillQuick already handles this data.
A project or job is not just a record in BillQuick or QuickBooks. It is related to a client. An invoice is related to a project in BillQuick, and you want that same association in QuickBooks. The same for the employees whose activities and expenses are billed on the invoice. The activities (service items) and expense codes (other charge items) have general ledger accounts assigned to them. These associations are critical for accurate and complete financial information in QuickBooks.
- To send a payment to QuickBooks, you need to send the related invoice first.
- To send the invoice, you need to send the related project, employees, activity codes and expense codes.
- To send the project and related data, you need to send the client first.
Hence, the trick is to use the Send All option from the Integration menu > QuickBooks and ensure all the related data is synced in a single click. To keep your sync up-to-date, you can use the On-Schedule (set up a reminder in Global Settings) and Real-Time Sync options.