To enable and configure Quickbooks Online (QBO), go to Apps on the left hand menu and click on QuickBooks.

If you already have a QBO account connected, you will see something that looks like this:

Click on the Accounts and invoice terms to view the available settings.

Invoice Settings

Create Invoices

Controls whether invoices will deploy to QBO by default on all Practice Ignition Proposals. 

You can change this on a specific proposal basis through the Apps tab when you are creating a new proposal.

Default QuickBooks Service 

Choose which default product/service you would like your services to link to by default, this can be later customised within each service item you create. This is what determines which GL code each service will be linked to.

Include Service Descriptions (available on Scale or Professional subscription plans only)

Controls whether to display service descriptions set on your proposals on your invoices. Some important considerations:

  • Ensure your service descriptions aren't too long - or you will end up with a 10 page invoice!
  • Invoice descriptions only allow for plain text - but Practice Ignition Service Descriptions allow for some formatting. Avoid using advanced formatting in Practice Ignition service descriptions (e.g., tables) as they won't transfer to invoice descriptions. Alternately, put tables etc in "included" services - as these are not used on invoices.
  • Optimise your default invoice template in QBO to allow for a more detailed description. If possible, just include the Description and Amount columns on your QBO invoice theme to ensure ample room for the scope description. 

Client Settings

Client Name Sync

If client name sync is on, then each time new invoices are created in QBO by Practice Ignition, the contact name in QBO will be updated to match Practice Ignition. This is a one-way sync from Practice Ignition to QBO - changes in QBO will not be reflected in Practice Ignition.

Invoice Terms

Default Invoice Terms - This will set the due date on your invoices to that number of days after your invoice date for any non-recurring invoices. 

Eg. If 0 is entered, then for an upfront invoice, the due date will be the same day as the invoice day.

Recurring Invoice Terms - This will set the due date on your recurring invoices to that number of days after your default company invoice day.

Best Practice Note: If you are using Practice Ignition Payments - these settings should be set to MATCH your Payment Terms settings (find these under Settings > Payment Gateway Settings). This means that payments will always be deducted from your clients account or card on the due date of the invoice.

If you haven't already enabled payments, here's a step-by-step guide on how to turn on Payments.

QBO Tax Mapping 

If you are located in Australia, New Zealand, South Africa or the UK then we will have already created a local sales tax rate for you. However, you can also map these from your ledger.

Linking your accounting ledger tax rates to Practice Ignition

When you connect QBO to Practice Ignition, you'll need to map tax rates in the accounting ledger to tax rates in Practice Ignition. This allows Practice Ignition to apply the correct tax rates when invoices are created in your ledger.

You'll only have to map tax rates that have been added in Practice Ignition, not all the rates in the ledger.

Click here for some more information around configuring your tax rates!

Be sure to click the orange Save Settings button after you are done!

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