Quickbooks Online Setup and Usage

Connect Quickbooks Online version to Operto Teams for the following functionality:

Billing: Approve and push completed Tasks into Quickbooks Online as Invoices or Estimates

Payroll: Approve and push Time Tracking records into Quickbooks Online as Time Activities


Step 1: Turn on Quickbooks functionality

Navigate to Setup --> System settings,  click Edit. In the Functionality section, turn on Quickbooks

Step 2: Install Quickbooks Online integration into Operto Teams

From the navigation bar, go to Manage (three dots) --> Quickbooks

Click the  QuickBooks icon

Click  Install Now

Select Version: Choose Quickbooks Online

Company ID: Log into Quickbooks Online, From the gear icon in the upper right, click Account and Settings.  Click Billing & Subscription and find your Company ID

Start Date: Enter the date to start pushing items over into Quickbooks.  The integration will ignore all tasks and time tracking done before this date.

Sync Billing: Check this box to push Labor and Materials amounts for completed Billable tasks into quickbooks.   Once this box is checked, choose Estimates or Invoices.

Sync Time Tracking: Check this box to push Time tracked to Quickbooks as Time Activities.  Once checked, you can push total day times or times per task.

Step 3: Sync Resources from Quickbooks into Operto Teams

In Operto Teams, go to Manage --> Quickbooks.  

From the Quickbooks gear icon, click Sync Resources.  

This will pull Customer accounts, Employees (if sync Time Tracking is checked) and Items into Operto Teams  for mapping

Step 4: Map Task Rules, Properties and Staff to Quickbooks Resources

In Operto Teams,  go to Manage --> Quickbooks.  

Map Task Rules 

From the Gear icon, choose Match Task Rules

For each  Task Rule, choose an Item from QB to use as the Sales Order line item.  You may choose a different QB Item for Labor and Materials amounts.

Click  Save then Back to Integrations.

IMPORTANT NOTE: Be sure to choose a Quick Books Item and not a Category.  Mapping a Quickbooks Category will cause an error upon sync.

Map Properties

From the Gear icon, choose Match Properties

For each  Property, choose a Customer:Job from QB to use as the Customer:job the sales order will be attached.

Click  Save then Back to Integrations.

Map Staff

From the Gear icon, choose Match Staff  

Choose the Employee to associate each Staff member with.  

Click Save then Back to Integrations.

Using Quickbooks Online Integration

Sync Billing

From the dots menu, choose Sync Billing 

Only Billable Tasks with Mapped Properties and Task Rules are shown.

Use the Filters at the top as needed. 

Use the Actions dots menu to Approve or Exclude each item. 

Once all records are Approved, click Sync Approved

TIP: Sync only one or two records to start, then check the records in Quickbooks so that you understand how information is pushed over.
IMPORTANT NOTE: Properties must be assigned to Regions for the Tasks to be listed. For synced Billable Tasks mapped Property Name, Service Name and Fee amounts will be sent to Quickbooks
NOTE: If you receive an error message: Business Validation Error: Make sure all your transactions have a GST/HST rate before you save.
Please request Operto Teams help to Turn On QBO GST for your account.

Customer Email and  Terms invoice fields are populated by Operto Teams when the invoice is created.  This data is pulled from the Quickbooks Customer Record during Sync Resources and stored in the Operto Teams database.  The Operto Teams Owner Email is used as a backup. 

Every time you update Customer Email or Terms in Quickbooks, you must re-sync Operto Teams from Manage --> Quickbooks, Gear icon, Sync Resources

Why?  When Operto Teams creates an Invoice in Quickbooks, Quickbooks defaults most fields to the Quickbooks Customer record values, but a few fields are skipped.  Although this does not seem to be correct logic, our workaround is to store the skipped fields (Customer Email, Terms) in the Operto Teams database during Sync Resources and pass them back into Quickbooks every time.  
Important Note: Invoice Numbers can not be sent. Invoice numbers can be auto-generated by QuickBooks using the setting Account and Settings --> Sales -->Sales Form Content, set Custom transaction numbers to off.

Sync Time Tracking

From the dots menu, choose  Sync Time Tracking

Only Time Tracking records with Mapped Staff are shown.  

Use the Filters at the top as needed. 

Use the Actions dots menu to  Approve or Exclude each item. 

Once all records are Approved, click  Sync Approved

Note: If using Track by Tasks, Properties mapped to customers will attach the time tracked to the customer.
TIP: Sync only one or two records to start, then check the records in Quickbooks so that you understand how information is pushed over.