Integrating with QuickBooks allows you to share client details and invoices across both platforms, reducing double data entry.
Synchronise Clients
To integrate navigate to Tools > Integrations > QuickBooks > Integrate with QuickBooks. You will then be asked to enter your QuickBooks login details unless you are already logged into QuickBooks
on the same browser. You'll be asked which organisation you wish to integrate with and you need to select your own organisation from the dropdown.
Once you have confirmed your organisation your first sync will be queued, once it has been completed you'll be able to see your QuickBooks client list under Tools > Integrations > QuickBooks, this list contains your QuickBooks client's that are not currently linked to a BrightManager client.
The QuickBooks client will be listed to the left and your BrightManager clients will be listed in the dropdown. BrightManager will attempt to locate a matching client using the data available and provide a percentage score for the match. You can select a client from the dropdown and click Merge to link the client across both systems. A pop up will be shown and you can select which system you'd like to use the data from and when you click Merge this data will be made uniform across both systems. Once the client is linked any updates you make to these fields will be updated on the other too on the next sync.
Once the client is linked you can navigate to the client file and click QuickBooks Contact, from here you can open the contact in QuickBooks or unlink the client from QuickBooks.
If the client doesn't exist in BrightManager yet you can use the Create in BrightManager button to add them and link them automatically.
Once you have integrated with QuickBooks and the client sync is turned on any new client you create in BrightManager will be added as a contact to your QuickBooks account automatically, this includes any clients you import. New clients you create in QuickBooks won't be created in BrightManager automatically.
This is a non-destructive integration, so if you archive or delete a client in one system they will not be archived or deleted on the other platform on the next sync.
Client Sync Troubleshooting
My QuickBooks client isn't appearing under Tools > Integrations > QuickBooks.
This client may already be linked to a BrightManager client, to check use the search field at the top of the page to locate the client's file. Once you've opened the client's file if there is a QuickBooks Contact button at the top right of the client file then this client is already QuickBooks linked and this is why they are not visible under Tools > Integrations > QuickBooks.
My QuickBooks client appears under Tools > Integrations > QuickBooks, I have a BrightManager client file for this client but they are not appearing in the drop down to merge.
Use the search box at the top of the page to locate the client's file and open it, if the QuickBooks Contact button is present at the top right of the client file then this means the client is already QuickBooks linked. If they are still appearing under Tools > Integrations > QuickBooks then this means you have a duplicate client file in in QuickBooks and you'll need to login to Xero to merge the duplicate client entry.
I've created a new client in BrightManager and they haven't been added to QuickBooks.
Navigate to Tools > Integrations > QuickBooks, is your integration disconnected? If your integration has been soft disconnected you'll see a button to the right labelled Reconnect QuickBooks Integration, click this and add your credentials to reconnect. Once you have reconnected click Sync Now and the client should be created in QuickBooks.
If your integration is connected click Sync Now, the client should be added to QuickBooks.
**IMPORTANT** Never navigate to Tools > Integrations > QuickBooks and click the red Disconnect button on the left to resolve an integration issue. Clicking this option will result in your integration being completely disconnected and you will have to reintegrate and match all your clients up again.
Synchronise Invoicing
Once you have linked up your clients you can turn on the invoice sync by navigating to Tools > Integrations > QuickBooks, click Integration Settings, tick Enable Invoice Sync, select your Default Bank and click Save.
Once the invoice sync has been turned on if you raise a new invoice for a client linked via the integration in either system it will be shared with the other. It is not possible to synchronise credit notes. If the invoice is raised in in BrightManager it will initially be saved with the next BrightManager invoice number. Once the invoice synchronises to QuickBooks it will the next QuickBooks invoice number. If the invoice is initially raised in BrightManager it will be added to Xero as a draft invoice, you will need to approve the invoice in QuickBooks to issue it to your client.
It is not possible to synchronise historical invoices from QuickBooks to BrightManager.
This is a non-destructive integration, so if you archive or delete an invoice in one system they will not be archived or deleted on the other platform on the next sync.
Invoice Sync Troubleshooting
The invoice in BrightManager doesn't have a QuickBooks invoice number.
Use the search box to locate the client's file and open the client file, if there isn't a QuickBooks Contact button at the top right of the client's file then this client isn't QuickBooks linked and you'll need to navigate to Tools > Integrations > QuickBooks and link them before you can sync invoices for this client.
If the client QuickBooks is linked then you'll need to check your integration is connected, navigate to Tools > Integrations > QuickBooks, is your integration disconnected? If your integration has been soft disconnected you'll see a button to the right labelled Reconnect QuickBooks Integration, click this and add your credentials to reconnect. Once you have reconnected click Sync Now and the client should be created in QuickBooks.
If your integration is connected click Sync Now, the invoice should be added to QuickBooks.
I've created a new invoice in BrightManager and they haven't been added to QuickBooks.
Use the search box to locate the client's file and open the client file, if there isn't a QuickBooks Contact button at the top right of the client's file then this client isn't Xero linked and you'll need to navigate to Tools > Integrations > Xero and link them before you can sync invoices for this client.
If the client QuickBooks is linked then you'll need to check your integration is connected, navigate to Tools > Integrations > QuickBooks, is your integration disconnected? If your integration has been soft disconnected you'll see a button to the right labelled Reconnect QuickBooks Integration, click this and add your credentials to reconnect. Once you have reconnected click Sync Now and the client should be created in QuickBooks.
If your integration is connected click Sync Now, the invoice should be added to QuickBooks.
**IMPORTANT** Never navigate to Tools > Integrations > QuickBooks and click the red Disconnect button on the left to resolve an integration issue. Clicking this option will result in your integration being completely disconnected and you will have to reintegrate and match all your clients up again.