Syncing with QuickBooks

The process of syncing with QuickBooks is simple once you have developed your routines. Every agency handles billing and payroll differently, but the steps outlined below are common across a wide variety of agencies.

To begin we first need to review our Unbillable Shifts report. The Unbillable shifts report will tell you which shifts are not going to be synced with QuickBooks as well as the reason why. If you have specific questions about common QuickBooks Sync issue you can reach out to the customer success team.To review the Unbillable shifts report go to Reports and select Unbillable Shifts.

 

On the Unbillable Shifts report window you can adjust the date range to review only what is needed. Any shifts that are unbillable will appear along with why they are unbillable. Clicking on the reason the shift is unbillable will bring a shift list with all of the impacted visits. There are a wide variety of reasons a shift could be unbillable, if you see a reason you do not understand the customer success team will be happy to review it with you. 

 

Once you have resolved your Unbillable shifts you are ready to create invoices. To do so go to Office - Create Invoices.

 

When creating new invoices need to select the through date, or the last date you want to bill for. You then have the option to check the box for which clients you want to create invoices for. Depending on your unique billing needs you might select all clients at once or bill one client at a time. There is no right or wrong way, just what works best for your agency's needs. Once you have selected the clients you want to invoice for click Create Invoices in the bottom right.

 

If you create invoices the Invoices window will open automatically, but if you ever need to review your invoice list outside of creating invoices it can be opened by going to Office - Invoice List.

 

Each agency will have their own routines but at a minimum you should review the invoices to ensure accuracy. You can edit the covering dates and invoice number as needed. Once these have been reviewed you will need to click Closeout Invoice. Only closed out invoices will sync over to QuickBooks.

 

You will know an invoice was successfully closed out and is ready to be sent to QuickBooks when you see a C next to the invoice.

 

With your invoices closed out and ready to go to QuickBooks the next step is to initiate the QuickBooks Connection. To do so go to File - QuickBooks Connection. 

 

There are a number of ways to sync with QuickBooks. What most agencies use is the Invoice Export. To being this process click Connect. This will prompt Rosemark to ask QuickBooks for access to your QuickBooks file.