Services Setup For Quickbooks (Online) Integration

To access the QUICKBOOKS INTEGRATION settings: Go to the ADMIN menu → COMPANY SETTINGS screen → QUICKBOOKS INTEGRATION tab

Fetching QuickBooks Services

In order to link existing Seedtrakr and existing QuickBooks services together, you must first fetch your services list from QuickBooks.

NOTE: This does not create the QuickBooks in Seedtrakr, it populates a list of QuickBooks services under the QuickBooks integration tab in the company settings. These are then used to choose from when choosing which QuickBooks service to link a Seedtrakr service to.

On the Quickbooks Integration tab in the company settings, click the QuickBooks Services tab.

Click the Fetch QuickBooks Services button.

A dialog will appear, showing all services found in QuickBooks that were not already in the list in Seedtrakr as well as any services that have been updated in QuickBooks since the last time they were fetched from QuickBooks.

Your QuickBooks services will now appear in a list under the Services tab. Here you can see the following information about them:

QuickBooks ID: This is the ID of the service in QuickBooks

Name: The service's name as configured in QuickBooks.

Service Name: The name of the service in Seedtrakr that the QuickBooks service it is linked to.

Description: The service's description.

Sales Price: The service's price from QuickBooks.

Active: This checkbox will show if the service is active or not in QuickBooks.

NOTE: By default inactive services will not appear in this list, To find them, click the Filter button and then uncheck the Is Active checkbox that appears. Then it will display all your inactive services in QuickBooks.

Actions: Clicking the button under the actions column will open the change log for that service. Here you can see all changes made to that service.

Adding the Default QuickBooks Service Chart of Accounts

PRE-REQUISITE: Before you can edit the Quickbooks Service Chart of Accounts, you must have fetched your QuickBooks Services into Seedtrakr already. Also, you must have fetched the QuickBooks Chart of Accounts.

In the QuickBooks Service tab, click on edit in the top right corner.

The Quickbooks Service Chart of Accounts screen will appear where you can select your Service Income Account

To select a Service Income Account, click on the Select a Chart of Account dropdown then select the account.

Click Save.

The chosen accounts will then be displayed at the top of the QuickBooks Services section.

If you already have your services created in both Seedtrakr and QuickBooks, the next step is linking them together. They will use the service income account that is already set on them in Quickbooks, there is no need to manually configure them in Seedtrakr. Proceed to Linking Seedtrakr Services to QuickBooks Services.

If your services exist in QuickBooks, but not Seedtrakr. Create the service in Seedtrakr, then proceed to Linking Seedtrakr Services to QuickBooks Services. Again, no manual configuration of accounts in Seedtrakr is necessary.

If your services exist in Seedtrakr, but not Quickbooks. Proceed to Setting Accounts on Specific Services (below), then Syncing New Services to QuickBooks.

Linking Seedtrakr Services to QuickBooks Services

(If you already have a service set up in both Seedtrakr and QuickBooks)

PRE-REQUISITE: Before you can link Seedtrakr services to QuickBooks services, you must have fetched your QuickBooks services into Seedtrakr already. Also, you must have filled out the QuickBooks Service Chart of Accounts.

Go to the SERVICES in the product master.

Find the service you would like to link. In the actions column beside it, select QuickBooks Actions.

A dropdown will appear, click on the Link to Existing option.

A dialog will appear where you can choose the QuickBooks service to link the Seedtrakr service to.

Once you've chosen the service, click Save.

After saving, you will receive a message in the bottom right corner of the screen if the service was successfully linked.

Return to the QuickBooks Services tab (under the QuickBooks Integration) tab in the company settings.

Here you will now see that the Seedtrakr service you linked now shows under the Service Name column on the QuickBooks service that you linked it to.

Setting Accounts on Specific Services

This step is only necessary if the service does not yet exist in QuickBooks and you don't want it to use the default account from the company settings.

This step sets the necessary service income account on individual products. If the service already exists in QuickBooks and has been synced to Seedtrakr, skip this step and proceed to Linking Seedtrakr Services to Quickbooks Services below.

PRE-REQUISITE: Before you can set accounts on services, you must have already fetched the QuickBooks Chart of Accounts.

Go to the SERVICES page.

Select the service that you want to configure the QuickBooks account on, then click Edit.

The edit dialog will open, near the bottom of the dialog you'll see the Service Income Account field. Choose the appropriate QuickBooks account from the drop down list to assign to the service.

Then click Save.

Note: If any of the expected accounts don't appear in the drop down lists, fetch the chart of accounts from QuickBooks again to ensure that you have the most updated accounts available in Seedtrakr.

After completing this step, proceed to Syncing New Services to QuickBooks.

Syncing New Services to QuickBooks

(If you already have a service set up in Seedtrakr but not in QuickBooks. This creates the service in QuickBooks and links it to the service in Seedtrakr)

PRE-REQUISITE: Before you can sync new services to QuickBooks, your Seedtrakr account must already be linked to QuickBooks.

Go to the SERVICES page.

Find the service you would like to link. In the actions column beside it, select QuickBooks Actions.

A dropdown will appear where you can choose sync to QuickBooks.

Once the service has successfully synced, you will receive a message in the bottom right corner to indicate this.

Return to the QuickBooks Service tab (under the QuickBooks Integration) tab in the company settings.

Here you will now see that the new service has been created in QuickBooks and linked to the service you created it from in Seedtrakr.

In QuickBooks, you will be able to see that the service has been created.

Updating Services In QuickBooks From Seedtrakr

(If you make a change to a service in Seedtrakr and want to copy the changes over to the linked service QuickBooks)

PRE-REQUISITE: Before you can update services in QuickBooks from in Seedtrakr, you must already have them linked.

If you make a change to a service in Seedtrakr (like the price, name, etc..) and want to sync the changes over to QuickBooks, locate the service in Seedtrakr, and click on the QuickBooks Actions button beside it.

Click on the Update in QuickBooks option.

Once it's completed, you will see a message indicating that the service was updated successfully in QuickBooks.

In this example the price on the service was updated in Seedtrakr, after clicking Update in QuickBooks you can see that the service in QuickBooks now matches Seedtrakr.

Unlinking Seedtrakr and QuickBooks Products/Retail Products

If you want to unlink a Seedtrakr service from QuickBooks, click the Quickbooks action button, then click unlink.

Once completed, a message will appear in the bottom right corner of the page to say that the service was unlinked.

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