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
SETUP STEPS
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.
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
Please request Operto Teams help to Turn On QBO GST for your account.
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.
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
TIP: Sync only one or two records to start, then check the records in Quickbooks so that you understand how information is pushed over.