Article: QuickBooks Integration Overview

Summary: 

This integration allows you to easily transfer information between AccuLynx and the QuickBooks account for your company.

Explanation: 

This is a simple visual of how QuickBooks and AccuLynx communicate. Below that is a more in depth
explanation of when the information goes from AccuLynx to QuickBooks and vice versa.

Information goes from AccuLynx to QuickBooks when a job goes to the approved milestone. This is a forward sync which means any jobs that are currently in the Approved Milestone or beyond will not be synced automatically to QuickBooks. You would have to sync those jobs manually. 

**To manually sync a Job to QuickBooks you will access the Job in AccuLynx and go to the 3 Line Job Menu and choose the option for Settings and then choose the Sync Job to Quickbooks option. 

Note: If you need to change the customer’s information, do that in AccuLynx - NOT QuickBooks.

There will be a green dot in the job activity box by the push pin if the job was successfully synced to
QuickBooks. 

Note: Hovering over this Green Dot will provide details to what file the Job Synced to in QuickBooks and will provide the last time and date that the contact information for this job updated to QuickBooks.

If a yellow dot appears, that could mean a couple things:

For QuickBooks Desktop users, this can be normal.  This would mean the job is in the queue to be synced and the Web Connector needs to be ran to sync the data over.

For QuickBooks Online users, the dot should not turn yellow. If the job does have a Yellow Dot things to look for would be:

1.  Does the job contain a full email address in the correct format for an email.  If the customer does not have an email this field needs to be blank and cannot read None or N/A.
2. Is there a Semi Colon or other symbol being used in the Customer or Company Name Fields?  QuickBooks does not accept the Semi-Colon : or non alpha numeric symbols.
3. Do the data fields contain 42 Characters or less including spaces?

Note: If you correct one of these fields you will need to manually sync the job back over to QuickBooks after.  Go to the Job's Job Menu > Settings > Sync Job to QuickBooks.  

** If after checking these areas and you find you still need assistance, please call Support at 608-473-3800 ext 2 and choose the option for Quickbooks Support for further troubleshooting.

In QuickBooks, you will have a parent customer with the customer number and a sub-customer with the job number from AccuLynx like seen in the Example below.  The Parent Record will house all the AccuLynx Jobs for that particular Contact.  If you create a new job linked to this customer the new job will show up under the Parent record we had synced over previously.

After you create and save an invoice in AccuLynx, the green 'Record' button will be accessible and able to clicked on.

Then you’ll choose the appropriate list item(s) before clicking the blue 'Record' button at the bottom of the screen. The list items are managed by your settings in QuickBooks.

In QuickBooks, the invoice amount will be seen for the job under the Sub-Customer Record. If you have multiple invoices for a particular job, you will have to record each invoice separately for the amounts to show in QuickBooks for that customer.  Note: The parent record in QuickBooks will total up all of the Open Balances for all of the Sub-Customer jobs beneath it.  

When you receive a payment from a customer, go to the invoice in the sub-customer. Then click ‘Receive
Payment.’ Fill out the information you have for that payment.

QuickBooks Online will push this payment to AccuLynx after about 10 minutes.  For QuickBooks Desktop, the payment will sync over when the Web Connector is ran next.  The payments will then be seen in AccuLynx in the 'Payments' section for that job within the 'Received' table and will be applied to the
appropriate invoice.

When you have an expense for a job, you will enter that Expense or Bill in QuickBooks and track it to the Sub-Customer Record. The payments will then be seen in AccuLynx in the 'Payments' section for that job in the 'Paid' table within either 10 minutes for QuickBooks Online or after the Web Connector runs for Desktop.

Link to Article:

https://support.acculynx.com/hc/en-us/articles/13173650083469-Article-QuickBooks-Integration-Overview