Why connect to QuickBooks Online?
QuickBooks automates time-consuming accounting tasks so that you have more time to grow your business. Create estimates, invoices, bills and more. In just one click you can create balance sheets, cash flow statements and over 60 other reports.
Are you currently using spreadsheets or manual accounting processes? QuickBooks has built-in accounting features to save you time. You no longer need to create accounting formulas in spreadsheets or spend hours with a pen and calculator. Easy to learn and you can try it free - accounting software by QuickBooks saves you time.
Connecting QuickBooks to your Practice Ignitions allows you to automatically generate upfront and monthly recurring invoices in QuickBooks upon acceptance of a proposal by your client.
For detailed instructions on how to connect to QuickBooks, see our help desk article on 'Connecting to QuickBooks'
How does Practice Ignition create new (or identify existing) clients in QuickBooks?
Practice Ignition uses the Client Name to determine if a new client should be created in QBO. The following illustration breaks down exactly how this works.
If the Client Name exactly matches a Client Name in QBO, then PI will assign all invoices to that existing client.
In Practice Ignition, you can manually map a PI client record to a QBO client record. For example, if your client has two entities: Entity A and Entity B. You want the PI proposal to address Entity A, but the invoices to be allocated to Entity B in QBO, you will manually map them via Practice Ignition.
To do this, simply click into Clients > Select the Client > click Edit Client > click on the "System Tab" > Click to Load Contacts > Select the QBO client you want to map to.
If there is no Client Name that exactly matches in QBO, and you've not performed mapping, then PI will create a new client. The client's entity name, address, postal address and phone numbers will be pushed across to QBO. If a new entity is created, their details are not pushed across to QuickBooks until a proposal for that entity has been accepted through Practice Ignition.
How does Practice Ignition create invoices in QuickBooks?
Practice Ignition does a one-way push of invoices to QuickBooks. Invoices will only start sending to QuickBooks after a proposal is accepted. Practice Ignition uses the default invoice functionality to create invoices in Quickbooks. The invoice will include the customer details (name, email address), the billing address, invoice number and due dates. The services included in your proposal become line items in the invoice. Read on below the screenshots to learn more about how frequently invoices are sent.
When will Practice Ignition create invoices for each client?
The number and frequency of invoices is dependent on the billing types you've included in your proposal:
- If you have "On Acceptance" services in your proposal, an invoice will be immediately generated in QBO once the proposal is accepted. If you have more than one "On Acceptance" services, they become individual line items on the same invoice.
- If you have "weekly recurring" services in your proposal, Practice Ignition will generate a new invoice once a week, on the day you specified in the Weekly Recurring Invoice Day settings, found in your account's Global Settings. If you choose "Continue Recurring Billing", a new invoice will be created weekly until you complete the proposal. If you choose "Stop Recurring Billing", a new invoice will be created weekly until the proposal end date has passed.
- If you have "monthly recurring services" in your proposal, Practice ignition will generate a new invoice once a month, on the day you specified in the General Proposal Settings. The recurring billing rules can be applied just as it is stated above, to determine when invoices will stop being created.
- If you have "On completion" or "Estimate" services, you will complete the steps laid out in this article to generate an invoice in QuickBooks.
Data transfer between Practice Ignition and QuickBooks
We refresh the data points once an hour from QuickBooks to Practice Ignition but this can also be pushed manually across by going into the 'Apps' section, then by clicking the ‘Sync’ button next to QuickBooks.