Quickbooks Set Up

Quickbooks Set Up

QuickBooks Online is integrated with Smartcare in a way that allows for you to send data over from Smartcare to QuickBooks once you have gone through the invoicing process.
After completing these steps, you will be able to send invoices over from Smartcare and use them in your QuickBooks account.
  1. Enable QuickBooks in Smartcare
  2. Map items/customers
  3. Export invoices to QuickBooks Online
**You will need to have a QuickBooks Online account prior to this process. Smartcare does NOT integrate with QuickBooks' desktop version**

Enabling QuickBooks in Smartcare

**A Smartcare representative will need to enable this for you. Please reach out to Support for activation**

Go to the Site Settings (Menu>Settings>Site Settings)

In the Site Settings, scroll down to the Accounting section, and check the box for "Enable QuickBooks Online".



Select "Save" on the bottom-right of the section when you are finished.















This will enable QuickBooks integration on your site.

Mapping Items and Customers

After you have enabled QuickBooks, the next step will be to map out items and customers.
You will need to have created 'Customers' and 'Products/Services' in QuickBooks PRIOR to mapping.
Clients in SC will map to Customers in QB, Fees and charges in SC will map to Products/Services in QBs.

Go to Quickbooks Online Maps (Menu>Accounting>QuickBooks Online Maps)



Here you will see a drop down menu for the mapping. Select items, active customers, or inactive customers to start mapping. 


If you have not signed into QuickBooks in this section recently, it will ask you to sign in via a pop-up browser.



























Mapping Items

Items are charges or functions within Smartcare that can be translated over to QuickBooks when set up correctly (aka 'Mapped').
**If these are not mapped, they will not be sent over when uploaded. That is why it is very important that any fees or items you charge in Smartcare are mapped in this section**


Match the items with their equivalent by using the drop down menus under each item.



These will automatically save when changed.

Mapping Active/Inactive Clients

Clients map in the same way that items do, and will need to be associated with their QuickBooks equivalent by using the drop down menus.

**The relationships between clients and invoicees/representatives will need to be created and setup in both Smartcare and QuickBooks PRIOR to mapping**

Active Clients

Select the 'Map Active Customers'

 

The Active Clients section includes clients, client representatives, and Invoicees.
**Client Representatives and Invoicees will appear as you create them in Smartcare and can be mapped to the parent customer in Quickbooks**

Map these using the drop down menus and matching them with their equivalent in QuickBooks.
​

Inactive Clients

Inactive clients in Smartcare can be mapped to Quickbooks just like active clients in the 'Map Inactive Customers' section. 
Use the drop down menus to associate the Inactive Clients in Smartcare with the equivalent in QuickBooks.



Exporting Invoices to QuickBooks

Once you have mapped clients and items, you are ready to export your invoices to QuickBooks.

**You will need to have generated invoices before uploading them to QuickBooks**

Go to Payer Invoicing (Menu>Accounting>Payer Invoicing)



In Payer Invoicing, hover over the 'Actions' menu on the right-hand side of the invoice to show more actions. Select 'Export to QuickBooks'.



It will ask you to confirm the export. Select 'Export'.



The invoice has now been exported to QuickBooks, and the 'Export to QuickBooks' icon will turn green as a result.



Here is an example of what an invoice looks like in Smartcare and its counterpart that has been exported to QuickBooks.




Congratulations! You have successfully set up your site for exporting to QuickBooks and have uploaded an invoice!
This will need to be updated along with any new changes to items or clients. Follow these same steps when doing so to ensure proper exporting.

    • Related Articles

    • Quickbooks Online

      Please follow this link to access the Quickbooks Online tip sheet.

    • Edit date on invoice

      Click on the calendar icon to the left of the billing period dropdown in payer invoicing, you can set your own invoice date.

    • Client Setup for Celero Payments

      See the attached Tip Sheet for how to set up a client to make Celero Payments

    • Making Celero Payments

      See the attached Tip Sheet for how to make Payments using Celero.

    • Bulk Invoicing

      When invoicing multiple clients at once, bulk invoicing can increase productivity by reducing the time needed to process invoices. To get started, please download our Tip Sheets here. You will learn: How to set up bulk invoicing How to set up credit ...