Getting Started with the TimeSolv QuickBooks Sync Application

Following are the steps to log on to TimeSolv QB Sync application:

  • Enter valid TimeSolv log in ID in the Login Name field
  • Enter a valid password for the ID in the Password field
  • Enable the Remember Me check box so that the application can remember the credentials for the next log in.
  • Click on the Account tab and select the Import/Export link. Click the QuickBooks tab to view the two available options.
  • Import-export QB Sync
  • Select the appropriate QuickBook Sync version, depending on whether you are using the desktop version or the online version of QuickBooks.
  • Download and Install the QB Sync application.

If Desktop option is selected from the QuickBooks Edition drop down, then the following actions should be done:

  • Make sure that the QuickBooks desktop application is already opened and a company exists for syncing the data from TimeSolv to QuickBooks
  • At least one new account type of Accounts Receivable should have been created already in the Lists>>Chart of Accounts>>Account>>New>>Other Accounts Types of the QuickBooks application to sync the Invoices from TimeSolv to QuckBooks
  • Employee wages should be defined to let the TimeCards synced from TimeSolv to QuickBooks application. This can be done via Edit>>Preferences>>Payroll & Employees>>Company Preferences>>Employee Defaults…

Click the OK button on the TimeSolv Login screen

 

  • Select the Yes,always; allow access even if QuickBooks is not running radio button and enable the Allow this application to access personal data such as Social Security Numbers and customer credit card information. check box

 

  • Click the Done button to finish the configuration process of TimeSolv QuickBooks Sync for QuickBooks desktop edition

 

If Online option is selected from the QuickBooks Edition drop down, then the following actions should be done:

 

  • Click the URL under the Connection Ticket field to get a connection ID
  • Sign in to the QB online edition with correct QuickBooks credentials
  • Select the desired company from the QuickBooks Online Companies section

 

  • Create a new connection and continue with the wizard such that a connection key is shown. Copy the key and paste it in the Connection Ticket field of TimeSolv QB Sync application
  • Click the URL link under the Session Ticket field to get a session ID by completing a wizard. This is not a mandatory field and required only if you selected login security in the interview
  • Click the OK button on the TimeSolv Login screen to finish the TimeSolv QB Sync configuration for the QuickBooks online edition

 

Once logged on to the TimeSolv QB Sync application, the default tab shown is the Settings tab

 

It has three buttons:

Save: This button is used to save the changes to the data synchronization settings

Refresh: This button is used to refresh the options shown in the application drop downs

Change User: This button is used to specify some other TimeSolv credential to log on to the TimeSolv QuickBooks Sync application

Cannot establish connection when trying to use TimeSolv QuickBooks Sync (Checking Permissions)

If you cannot connect to TimeSolv QBSync, please check access permissions for QBSync 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 QBSync and click on Properties. Make sure that access rights are granted to Read and Modify the company file. Please see below:

 

Payments Sync

To sync Payments, you are required to select a Service Item for Credit Memos.  If you don’t already have a service item representing Credit Memo, enter a new Service Item in QuickBooks Desktop of type “Service”, see screenshot below associated to an “Income” Chart of Account.

Figure 1 – Payments Sync

payments sync

Figure 2 – Adding Credit Memo in QuickBooks Desktop

credit memo service item

Invoice Sync

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.

Please 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 – QBSync with Sample of Chart of Account and Service Items

invoice sync.gif
Figure 2 – QuickBooks Example of Service Items
quickbooks service items.gif
Figure 3 – QuickBooks Sample Chart of Accounts
quickbooks sample of chart of accounts

Update of existing invoices in QuickBooks using QBSync

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 QBsync 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 QBSync assumes that it was synced and no new action is needed?

Answer:

QBSync uses invoice number as the key to compare invoices in QuickBooks with invoices in TimeSolv.  If user modifies an invoice in QuickBooks,  QBSync ignore them unless the invoice number is changed.  If an invoice number is changed in QuickBooks and there is no matching invoice in TimeSolv,  then QBSync assume the invoice is created in QuickBooks, so it re-sync invoice in TimeSolv because there is no matching invoice in QuickBooks. For example, if user synced invoice number 15 and then in QuickBooks changed the invoice number to 25 and re-synced invoices then invoice number 15 from TimeSolv will be added to the QuickBooks and invoice number 25 will be listed on QBSync as unmatched invoice to a TimeSolv.

Payments not syncing to QuickBooks Online

While syncing payments from TimeSolv to QuickBooks, if you are getting an error on QB Sync: “QuickBooks error message: Transaction not in balance”, one of the issues that can cause this error message is when multiple payments entered in TimeSolv are identical. When QB Sync sends payments over to QuickBooks, it evaluates for the following attributes to determine if a payment should be synced:

  1. Date
  2. Client name
  3. Reference number i.e. check number or transaction number
  4. Amount

To avoid this issue, please make sure that at least one of these attributes is different for each payments.

Allocating Payments to Invoices in QuickBooks Online

Due to limitations of QuickBooks online, QBSync can only sync payments from TimeSolv to QuickBooks online at the client level. The following information provides information on allocating payments in QuickBooks online after they have been transferred from TimeSolv.

Single matter/project invoice

  • After the payment has been transferred to QuickBooks online, double-click on the payment transaction listed under the client in Customer Center
  • See screenshot below and modify the highlighted client name to include the matter/project/job name for which payments would be allocated
  • On the lower left, select invoices for allocating payments.

Consolidated invoice
Since the consolidated invoices are at the client level, just click on the payment and select invoices for allocating payments.

Handling of Payments transfered 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 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
  • Take the deposit slip to the bank and deposit the funds

How to Handle Hard Cost vs Soft Cost in TimeSolv

Expenses are of two types:

  • Hard expense: These are the expenses for which checks are written by firms e.g., court fees.
  • Soft expense: These are the expenses for which the clients are charged but no check is written for someone e.g., charging a client for photocopies or postage.

QuickBooks only handles hard expenses, where as soft expenses can be handled only via TimeSolv. Hard costs can be entered in Quickbooks and synced into TimeSolv from QuickBooks before billing.

 

Specifying Sync Setting for Payments

To sync payments from TimeSolv to QuickBooks, follow these steps:

  • Select the Payments node
  • Enable the Sync Payments to QuickBooks check box
  • Select a QuickBooks account receivable from the A/R Account drop down
  • Select a credit memo item from the Credit Memo Item drop down
  • Select a write offs item from the Write Off Item drop down
  • Select the Sync Allocations check box to transfer payment allocations to QuickBooks
  • Click the Save button to save the information

Click here to understand how the synced payment gets handled by QuickBooks

Specifying Sync Setting for Invoices

To sync customers and jobs from TimeSolv to QuickBooks, follow these steps:

  • Select the Invoices node

  • Enable the Sync Invoices to QuickBooks check box
  • Select a QuickBooks accounts receivable account from the A/R Account drop down
  • Select an Invoice Detail option such as Summary/Condensed/Detailed
  • If the Summary option is selected from the Invoice Detail drop down then select a service item from the Summary Item drop down
  • If the Condensed/Detailed option is selected then the few more drop downs will be provided as shown below:

  • Click the Save button to save the information

Note: If you void an invoice in TimeSolv after syncing it to QuickBooks, you must delete that invoice from QuickBooks also. You will create a duplicate invoice in QuickBooks if you change the invoice date reusing the same invoice number while using a different sync period.

 

Specifying Sync Setting for Expenses

To sync billable expenses from QuickBooks to TimeSolv and reimbursable expenses from TimeSolv to QuickBooks, follow these steps:

  • Select the Expenses node

  • Enable the Sync Billable Expenses to TimeSolv check box
  • Enable the Sync Reimbursement Expenses to QuickBooks check box
  • Select an employment status from the Employment Status drop down
  • Click the Save button to save the information

Specifying Sync Setting for TimeCards

To sync timecards from TimeSolv to QuickBooks, follow these steps:

  • Select the TimeCards node

 

  • Enable the Sync TimeSolv TimeCards to QuickBooks TimeCards check box
  • Specify an employment status (All/Employee/Contractor) in the Employee Status drop down
  • Enable the Sync TimeSolv TimeCards to Quickbooks Bills option
  • Select a QuickBooks item from the Time Item drop down
  • Click the Save button to save the information

Specifying Sync Setting for Other Charge Items

To sync other charges items from TimeSolv to QuickBooks and vice versa, follow these steps:

  • Select the Other Charge Items node

  • Enable the Sync Other Charge Items check box
  • Select TimeSolv or QuickBooks from the Source drop down
  • Click the Save button to save the information