Setting up QuickBooks (Front Office Clients)

Updated July 12, 2023 22:24

Overview

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Note: This functionality is only applicable to Legacy Compas clients.

To learn more about QuickBooks options for AviontéBOLD clients, please contact your Account Manager.

QuickBooks details
Connecting your QBO account to AviontéBOLD (Initial Setup)
Exporting to QBO from the Pay and Bill Archive
Troubleshooting

QuickBooks details

QuickBooks is an accounting software package developed and marketed by Intuit. QuickBooks products are geared mainly toward small and medium-sized businesses and offer on-premises accounting applications as well as cloud-based versions that accept business payments, manage and pay bills, and payroll functions.

Intuit also offers a cloud service called QuickBooks Online (QBO). The user pays a monthly subscription fee rather than an upfront fee and accesses the software exclusively through a secure logon via a Web browser. Intuit provides patches, and regularly upgrades the software automatically, but also includes pop-up ads within the application for additional paid services. (Source: Wikipedia)

Avionté will sync all of your QuickBooks data directly to your Avionté instance, streamlining the invoicing process of temporary and permanent employees.

Quickbooks Desktop and Quickbooks Online are available on the Enterprise Platform.

Avionté has an integration available for use with QuickBooks Online (QBO). Unlike the desktop version, you won’t download the timesheet report to your computer and load it to QuickBooks. Instead, you’ll use the Pay and Bill Archive to upload the timesheet report directly to QBO.

Important Note: To complete the integration process, at a minimum, the following items must be defined in QBO beforehand (prerequisites):

Products – These Products should map to the various Items in your Chart of Accounts that you intend to use
Customers – Configure a Customer in QBO for each Company to whom you intend to send invoices
Payment Terms – Configure in QBO Terms to match those in the Terms list

Connecting your QBO account to AviontéBOLD (Initial Setup)

To connect your QBO account with Avionté, follow these steps:

Click on Account & Settings
Click on Avionté Marketplace
In the Search box, type: "QuickBooks"
Click on the Details button
To sync the integration, click Connect to QuickBooks Online. The Intuit sign-in screen will appear. Sign in with your Intuit account.
Progress through the authentication process to connect the Intuit and Avionté accounts.
Confirm your authorization.
Once Avionté is connected with QuickBooks Online, return to AviontéBOLD and reopen the Setup and Editing screen. Expand the Offices view. Here the offices you have set up in QBO should be displayed.
This will list your offices. Every office that is created in BOLD System Settings can have a Quickbooks Name.
Offices can be Edited in order to match the name in QBO. This allows a user to know where each invoice is associated with which office when exported to QBO.

Note: Users will need to enable "Track Classes: Assign Classes - One to Each Row in Transaction" within the QBO Account and Settings > Advanced.
Next, you will need to use the Sync buttons to associate each Chart of Accounts And Items with the Products you’ve defined in QuickBooks Online.
Clicking Edit allows you to change the Tax Code options - Tax, NON-Taxed, or Custom Sales tax.

In the Staffing Services section, the different employment types are listed: W2, 1099, and Corp-To-Corp. The Tax Code on these can also be set.

In the Payment Terms section, terms of net payments can be set: Due on Receipt, etc. Ensure that your "Online" net terms match those set in Avionté, or are set just above those values. Choosing "None" will prevent those terms from flowing between the systems.

Each of these needs to be synced with the corresponding entries in QuickBooks. Consult with your accountant and back office managers to ensure this is correct.
Click here for more information on QuickBooks support.
In the same fashion that you used to sync your Avionté Items with QBO Products, sync each of your Companies in Avionté with a Customer profile in QBO. Do this by selecting the desired Client in Avionté in the drop-down list, then click the button next to "QBO Sync." Avionté will communicate with QBO to find likely matches. Select the correct client from QBO, then click on the Set button to create the association, if one does not already exist.

Note: The Finance Admin permission is required to activate this syncing.

Exporting to QBO from the Pay and Bill Archive

Once the QBO is configured - the next time that the Pay and Bill Report has been processed, the Pay and Bill Archive will have a link to electronically send the report to your QBO account. (Pay and Bill Archive is part of the Back Office module.)

Pay and Bill Reports that have previously been sent to QBO will have a date and time stamp as well as the name of the User who sent it. Select a Date Range, click Bill, and click Search.

Troubleshooting

If QBO can’t validate something

Avionté will continue to process and send the timesheets that QBO can validate. Once completed, Avionté will provide feedback to help you correct the required info that QBO couldn’t validate.

If you experience errors when trying to export to QBO related to "valid tax code"

This may help explain:

This often happens either due to rounding being different in Quickbooks or what is being sent to Quickbooks; the other possibility is adjusting the rate and information.

Verify that if you have boxes that say "none" for the tax code even if the item was none - switch these to NON. Return to the Pay/Bill archive screen and try sending again.

If users come across this error when attempting to run QBO...

It means that one of their payment terms is not set up from Avionté Marketplace.

For example, if the above job was referencing Net 7 Payment Terms and QBO Net 7 Terms were not synced, then this error will occur.

If customers are missing the Invoice number on their feed from BOLD to Quickbooks

There's a control for "CustomerTxnNumber" on the Quickbooks side which controls whether or not these invoice numbers come correctly from BOLD. Consult Quickbooks documentation for more information: