QuickBooks Desktop
- QuickBooks Online versus QuickBooks Desktop
- QuickBooks Sync Installation for QuickBooks Desktop
- Fields Mapping Between TimeSolv and QuickBooks Desktop
- Specifying Sync Settings for Employees
- Specifying Sync Settings for Vendors
- Specifying Sync Settings for Customers & Jobs (Clients & Matters)
- Specifying Sync Setting for Service Items (Task Codes)
- Specifying Sync Settings for Other Charge Items (Expense Codes)
- Specifying Sync Setting for Time Entries
- Specifying Sync Settings for Expenses
- Syncing Detailed Invoices from TimeSolv to QuickBooks
- Specifying Sync Setting for Payments
- Specifying Sync Settings for Trust Transactions
- Specifying Sync Settings for Hard/Soft Costs
- Handling of Payments transferred to QuickBooks
- Update of existing invoices in QuickBooks using QuickBooks Sync
- Cannot establish a connection when trying to use TimeSolv QuickBooks Sync (Checking Permissions)
- QuickBooks Sync Log Files
QuickBooks Online versus QuickBooks Desktop
Should you be using QuickBooks Online or QuickBooks Desktop?
QuickBooks Online has fewer features than QuickBooks Desktop, which disallows TimeSolv’s sync capabilities.
Limitations of QuickBooks Online:
- QuickBooks Online will not allow for syncing of Reimbursable expenses from TimeSolv to QuickBooks online.
- QuickBooks Online will not allow for payments to be allocated to invoices.
- You cannot delete things in QuickBooks Online as you can for QuickBooks Desktop. So, if for example, you want to delete a Customer, you can make that Customer ‘inactive’ but you will not be allowed to delete it to remove it completely from your system unless you are using QuickBooks Desktop.
QuickBooks Sync Installation for QuickBooks Desktop
Click on the Account>Integrations>QuickBooks tab.
Click on Download Full Installer on the left side to download QuickBooks Sync for QuickBooks Desktop.
Once it is downloaded, click on the installation file and type in your TimeSolv login details to log into your account.
You will be asked about how much access you wish to grant QuickBooks. We recommend you select the ‘Yes, always allow access even if QuickBooks is not running‘ and enable the ‘Allow this application to access personal data such as Social Security Numbers and customer credit card information.’
Fields Mapping Between TimeSolv and QuickBooks Desktop
NOTES:
- If payroll is enabled, we cannot add or update Employees in QuickBooks. All updates will have to be made by user directly in QuickBooks.
- *In QuickBooks, ‘Active’ Employees are always set to ‘Active’ in the case of adding, and never updated.
NOTE:
- *In QuickBooks, ‘Active’ Employees/Vendors are always set to ‘Active’ in the case of adding, and never updated.
NOTE:
- *In QuickBooks, ‘Active’ Customers are always set to ‘Active’ in the case of adding, and never updated.
NOTE:
- *In QuickBooks, ‘Active’ Projects are always set to ‘Active’ in the case of adding, and never updated.
NOTE:
- *In QuickBooks, ‘Active’ Task Codes/Service Items are always set to ‘Active’ in the case of adding, and never updated.
NOTE:
- *In QuickBooks, ‘Active’ Expense Codes/Other Charge Items are always set to ‘Active’ in the case of adding, and never updated.
NOTE:
- If there is no Task Code then it is mapped as ‘Non-billable’, otherwise it is mapped as ‘Billable’.
NOTE:
- If there is no Task Code then it is mapped as ‘Non-billable’, otherwise it is mapped as ‘Billable’.
NOTE:
- Expenses are synced to QuickBooks Desktop as Reimbursable Bills (one-directional), while Checks and Bills are synced to TimeSolv as Expense (one-directional.
Specifying Sync Settings for Employees
To sync employees from TimeSolv to QuickBooks Desktop/Online and vice versa, follow these steps:
Select the Employees node.
Enable the Sync Employees checkbox.
Select TimeSolv or QuickBooks from the Source dropdown. This choice will determine the direction of the sync.
Select the Transfer All Info checkbox if all employee-related information is desired to be synced.
Click Save>Synchronize.
Click on Sync button to initiate the sync process.
Specifying Sync Setting for Vendors
You can have your employees set up as ‘Vendors’ in QuickBooks if you need to reimburse them for expenses. This is more towards the payroll side of things, so if that is not something you need to track then leave this sync checkbox off.
Select the Vendors node.
Enable the Sync Vendors to QuickBooks checkbox.
Enable the Create Vendors for Employees checkbox and specify a suffix. QuickBooks requires all Employees, Vendors, and Customers to have unique names. The employee’s name can’t be used in the vendor list if is already being used in the employee list.
Select the Transfer All Info checkbox if all vendor-related information is desired to be synced.
Click Save>Synchronize.
Click on Sync button to initiate the sync process.
Specifying Sync Setting for Customers & Jobs
To sync Customers and Jobs (referred to as Clients and Matters in TimeSolv) from TimeSolv to QuickBooks and vice versa, follow these steps:
Note: Opening balances can only be synced over from TimeSolv to QuickBooks the first time the Matter/Job is being synced through.
Select the Customers & Jobs node.
Enable the Sync Customers and Jobs checkbox.
Note: ‘Customers’ in QuickBooks are the same as ‘Clients’ in TimeSolv. ‘Jobs’ in QuickBooks are the same as ‘Matters’ in TimeSolv.
Select TimeSolv or QuickBooks from the Source dropdown. This choice will determine the direction of the sync.
You do not have to sync all of your Customers & Jobs (aka Clients and Matters) data between QuickBooks and TimeSolv. You can enable the Sync Active Customers & their Jobs Only checkbox, allowing you to choose just the active Customers & Jobs to sync over.
Select the Transfer All Info checkbox if all customers and jobs (i.e. Clients & Matters) related information (i.e. contact details) is desired to be synced.
Select the Transfer Opening Balance checkbox to sync the current account balance. This will only happen the first time the job (i.e. matter) is synced.
Click Save>Synchronize.
Click on Sync button to initiate the sync process.
Specifying Sync Setting for Service Items (Task Codes)
Select the Service Items node
Enable the Sync Task Codes checkbox.
Select TimeSolv or QuickBooks from the Source dropdown.
Enable the Sync Expense Codes checkbox.
Select TimeSolv or QuickBooks from the Source dropdown.
Note: If you have Expense Entries turned on for QuickBooks Sync, the Expense Codes option will be selected and greyed out, so it cannot be unchecked. To uncheck it, you will first have to disable the Expense Entries checkbox by clicking on the Expense Entries node.
Click Save>Synchronize.
Click on Sync button to initiate the sync process.
Specifying Sync Settings for Other Charge Items (Expense Codes)
Click on Other Charge Items node.
Select the Sync Other Charge Items (Expense Codes) checkbox.
QuickBooks Other Charge Items (Expense Codes) can be transferred to and from TimeSolv.
Note: all active and inactive Other Charge Items are transferred, as they may be referred to by subsequent transactions.
Select the source you want to pull the Other Charge Items (Expense Codes) from, either TimeSolv or QuickBooks.
Click Save>Synchronize.
Specify a date range.
Click on Sync button to initiate the sync process.
Specifying Sync Setting for Time Entries
Select Time Entries node.
Check the Sync TimeSolv Time Entries to QuickBooks Time Entries checkbox to sync Time Entries.
Note: Syncing TimeSolv Time Entries into QuickBooks is done for payroll purposes. Due to limitations in QuickBooks and differences in the two systems, we can only transfer time entries durations. You will need to set up QuickBooks to handle the amount to charge customers for time and the amount to pay employees and vendors. If you do not need Time Entries for payroll purposes, you do not need to turn this on.
Click Save>Synchronize.
Specify a date range.
Click on Sync button to initiate the sync process.
Specifying Sync Settings for Expenses
Note: Expenses can only be synced from QuickBooks into TimeSolv, not the other way around.
To sync billable Expenses from QuickBooks to TimeSolv, follow these steps:
Select the Expenses node.
Enable the Sync Billable Expenses to TimeSolv checkbox.
If you are using QuickBooks for Desktop you will see an extra checkbox on the page to Sync Reimbursable Expense Entries to QuickBooks. Expense Entries entered into TimeSolv can be transferred to QuickBooks to create a reimbursement Bill payable to the Timekeeper.
Note: All Timekeepers in Timesolv will need to be established as ‘Vendors’ in QuickBooks.
Select the Employment Status to be used when selecting Expense Entries from TimeSolv.
Click Save>Synchronize.
Specify a date range.
Click on Sync button to initiate the sync process.
Syncing Detailed Invoices from TimeSolv to QuickBooks
Ensure that Service Items selected for Interest, Discount, Adjustment, and Tax map to the Service Items in QuickBooks with the correct Item type. For example, Discount Item must have Item Type to be Discount. This choice of item types can easily be seen when a single item is added and is not obvious if Add/Edit Multiple Items is selected.
Use the following screenshots as an example of setting up Chart of Account for Accounts Receivables and Service Items for the rest of the transactions.
Figure 1 – QuickBooks Sync with Sample of Chart of Account and Service Items
Figure 2 – QuickBooks Example of Service Items
Figure 3 – QuickBooks Sample Chart of Accounts
Specifying Sync Setting for Payments
Note: If you have Hard/Soft Costs node turned on, you cannot sync Payments. You will have to turn off sync for Hard/Soft Costs first to sync Payments.
Click on Payments node.
Select Sync Payments to QuickBooks checkbox.
Specify your QuickBooks Accounts Receivable Account.
Credit Memo Item – this item list is specific to each user.
Write Off Item – this list of items is specific to you.
If you are using QuickBooks for Desktop, you will see an extra checkbox for syncing allocations at the bottom of the Payments screen. This checkbox allows you to sync over all your allocations so that you can sync over all of your payments and the entries, and do not then have to key all that information in yourself.
Click Save>Synchronize.
Specify a date range.
Click on Sync button to initiate the sync process.
Specifying Sync Settings for Trust Transactions
When users allocate money to an invoice or create a disbursement in TimeSolv, it means the money has moved.
With this new QuickBooks Sync capability between Trust and Operating, we will be doing corresponding journal entries in QuickBooks sync.
To sync Trust Transactions from TimeSolv to QuickBooks Desktop as Journal Entries, follow these steps:
Select the Trust Transactions node.
Select the Sync Trust Transactions to QuickBooks checkbox.
TimeSolv Trust transactions within a specific date range can be transferred as Journal Entries into QuickBooks Desktop.
Click Save>Synchronize.
After specifying the date range and clicking Sync, below is an example of a successfully synced Trust Sync Finished.
Specifying Sync Settings for Hard/Soft Costs
The Hard/Soft Costs node will replace the use of Invoices and Payments node – so you cannot have Payments and Invoices turned on for the sync tool if you are syncing Hard/Soft Costs.
You can specify an item as a Hard Cost in TimeSolv by selecting the Hard Cost checkbox under Expense Codes. Leaving the box unchecked will recognize it as a Soft Cost.
TimeSolv Invoices and Payments within the specified date range can be transferred as Journal Entries to QuickBooks. When an invoice is generated and you sync the Hard/Soft Costs from TimeSolv to QuickBooks Desktop, the sync tool will generate a Journal Entry and send it to QuickBooks. This will move the Hard Cost/Soft Cost amount from the unbilled General Ledge (GL) account to the billed GL account.
To sync Hard/Soft Costs:
Click on the Hard/Soft Costs node.
Click on the Sync Hard/Soft Costs to QuickBooks checkbox to enable sync:
Unbilled Client Advances Account
Billed Client Advances Account
Discount Account
Cash Account
Suspense Account
Fee Income Account
Soft Cost Income Account
Interest Account
Taxes Account
Hit Save to turn on Hard/Soft costs for syncing.
Click on the Synchronize button.
Specify a date range for syncing Hard/Soft Costs.
Click on Sync button to initiate the sync process.
To view these Hard/Soft Costs (which appear as Journal Entries in QuickBooks) in QuickBooks Desktop, click on Reports>Custom Reports>Transaction Details.
Click OK to pull up your recent transactions which will show the newly synced items.
You can now see a list of those Hard/Soft Costs appear as Journal Entries.
Handling of Payments transferred to QuickBooks
TimeSolv recommends that payments received from clients must be deposited into either the trust account or the operating account in TimeSolv. Funds paid for work that has already been completed and invoices that have already been sent to the client can be deposited to operating account; other client funds should be deposited into the client trust account.
After depositing payments, allocate them to invoices from the trust account and the operating account. Now you are ready to transfer payments to QuickBooks
Payments transferred to QuickBooks from TimeSolv show up as undeposited funds under each customer in the customer center. The next steps are:
- Click the Banking icon and then select Make Deposits
- Click the Deposit To drop-down menu and select the bank account for the deposit
- Enter the date
- Select the payments from Undeposited Funds to be deposited
- Click Print to print a deposit slip
- Save the transaction
- Deposit the funds
Update of existing invoices in QuickBooks using QuickBooks Sync
Question:
A customer transfers an invoice from TimeSolv to QuickBooks and then modifies it in QuickBooks. What happens when they re-sync for the same date range? Does QuickBooks Sync update the invoice in QuickBooks back to what was in TimeSolv or will it just ignore the invoice because it exists in both systems and QuickBooks Sync assumes that it was synced and no new action is needed?
Answer:
Let’s say you modify an invoice after it’s synced, such as the description or date etc, but you later realize it was right the first time so go back in and edit the invoice back to what it was originally. This means you will have edited the invoice twice, and although it looks identical to the original, the metadata will have changed because of those edits. QuickBooks Sync will look at the new metadata and will not recognize the invoice as a pre-existing one, so it will sync the invoice again and you will probably end up with duplicate payments.
If you do need to update an existing invoice which has already been synced over to QuickBooks, we advice you delete that invoice from within QuickBooks first, then re-sync so you eliminate the possibility of duplicates. If, for whatever reason, you cannot go into QuickBooks and delete that invoice, then simply make the necessary edits in TimeSolv, and don’t sync that day again. If the sync is outside of that data range, it will not transfer over.
Cannot establish a connection when trying to use TimeSolv QuickBooks Sync (Checking Permissions)
If you cannot connect to TimeSolv QuickBooks Sync, please check access permissions for QuickBooks Sync as follows:
In QuickBooks, click on Edit on the upper left and click on Preferences. Next click on Integrated Applications. Click on Company Preferences, you will get the following screen:
Then select TimeSolv QuickBooks Sync and click on Properties. Make sure that access rights are granted to Read and Modify the company file. See below:
QuickBooks Sync Log Files
How to view the log files
Press “CTRL + L” keys to view the log file in the QBSync App.
How to send the log file to TimeSolv via email
Locate log files on the computer
View the log file in the system by typing %UserProfile%/TimeSolv in Run window. To access Run window press the “Win + R” keys on your keyboard. Then, type cmd and press Enter or click/tap OK.