Tracker now integrates with QuickBooks Online (QBO) allow you to process both Invoices and Payments directly from Tracker into QBO.
Please ensure you have the required level of subscription for QuickBooks to use all of this functionality.
Linking QuickBooks Online to Tracker
To link QuickBooks Online to Tracker, go to your My Settings page and click on the PlugIns option to locate the QuickBooks Online PlugIn.
Swithching this PlugIn on will prompt you to enter your QuickBooks Online logon details and approve the link from your company Quickbooks Online system to Tracker. When you see this screen, click the Connect button to connect the two systems together:
Once connected, there is a message to ensure that Tracker is correctly configured in order to know what accounts and tax codes are used for the various scenarios process between Tracker and QuickBooks Online.
Please therefore ensure that you visit the Tools & Settings pages for:
- Invoice Settings
- Payment Settings
Then in the Accounts System section, complete the required fields before using this integration.
Your Accounts System settings for Invoicing looks like the below and you should select the accounts and rates for each option requested:
You will notice 2 Tracker options, which are:
- Auto Create Companies that do not exist
- Auto Create Invoice items that do not exist
These will instruct Tracker to automatically create Companies or Invoice Items that are not already in QuickBooks Online, so if you would rather these be created manually in QuickBooks first, set these to "No". Be aware however that this may result in invoices being rejected if they are not found within QuickBooks as Tracker sends invoices.
Your Accounts System settings for Payments looks like the below and you should again, select all accounts and rates to use:
As with Invoice Settings, there are 2 options:
- Auto Create Suppliers that do not exist
- Auto Create Payment items that do not exist
These will instruct Tracker to automatically create Suppliers or Payment Items that are not already in QuickBooks Online, so if you would rather these be created manually in QuickBooks first, set these to "No". Be aware however that this may result in payments being rejected if they are not found within QuickBooks as Tracker sends payments.
Sending Invoices from Tracker to QuickBooks Online
To send one or more invoices from Tracker to QuickBooks Online, you can either open a single invoice and use the option:
Or, you can select multiple invoices from the main Invoices list and use the option on the bulk Action menu:
Selecting either of these options will popup the Send to QuickBooks Online Accounts System page showing you the Tracker Batch Number that these invoices will be sent within, and a summary of the Invoices that will be sent in the batch including the Tracker Invoice number and Invoice Date.
To send these invoices to QuickBooks, click the Send button.
The status of each invoice will be shown as each is processed with messages showing you clearly what has happened with each one, for example if a Company record has been created or a new Invoice Item has been created prior to the invoice itself being created:
These will instantly appear within QuickBooks with the same details as Tracker and if the options for auto-creation are set to Yes then the companies and items will also have been created:
In Tracker there are some new columns available in the Invoices list, called:
- Batch Number
- Batch Date
- Batch Status (Icon and Text)
Adding these columns will show you the batch number, date and status for each invoice, making it easier to see which have been sent successfully.
Updating Existing Invoices from Tracker to QuickBooks
If you make a change to an existing Invoice within Tracker, you can re-send these to QuickBooks Online and update the invoice directly so there is no need to make a change on both systems. This can include any of the items on the invoice or the status of the invoice, for example if the invoice is paid.
Updating Invoices from QuickBooks to Tracker
Although the details of the invoices should always be updated in Tracker, not QuickBooks, it is often the case that linked bank accounts to QuickBooks mark the invoices as paid as this link looks for the invoice reference and amounts to reconcile payments against invoices.
We therefore provide the ability to Sync from the Accounts System which will look up the status of invoices within QuickBooks Online and update them accordingly in Tracker allowing you to syncronize paid invoices between the two systems.
Within Tracker, select one or more Invoices (if the status hasn't changed then the status will remain the same), then select the Sync option from the bulk Action menu:
This will fetch the current invoice statuses from QuickBooks and update any that have changed:
Confirming Client Reference to QuickBooks
To confirm the Company record link in Tracker, or to manually select the Quickbooks Customer record to link Tracker to, open the Company record in Tracker and go to the Banking Information section. Here you will see the details of the Accounts System and the linked record which will be automatically linked for new records created in QuickBooks by Tracker, or you can select it from the list provided: