If you currently have QuickBooks Desktop (QBD) or QuickBooks Online (QBO) and plan on integrating with Housecall Pro (HCP), take a look at the steps and information below before starting.
After watching the video above on how the QBO integration works, the video below will walk you through managing the integration in Quickbooks Online.
1. QuickBooks Desktop?
If you currently have a QuickBooks Desktop account, you have a few options. If you plan to switch to Quickbooks Online please see the following. If you instead are planning on setting up the integration between Housecall Pro and Quickbooks Desktop, please see this page.
Switching to QBO:
Housecall Pro can integrate with two types of QuickBooks Online plans: Essentials, Plus or Advanced. You'll need to purchase this license directly from QBO.
To ensure a clean transfer, you'll need to prep your QuickBooks Desktop data before transferring to QBO. Check out the following article for step by step instructions: Transfer From QuickBooks Desktop to QuickBooks Online.
2. QuickBooks Online Data Preparation
Prepare your QBO data before importing to avoid a messy import/transition.
Make sure your data is ready to integrate by viewing this How To Prepare Your QuickBooks Online Data article.
QBO will only import Customers, Customer Invoice History, and Products/Services. It does NOT import or push back credit memos, sales receipts, estimates, job notes, employee, tags, or invoices not attached to a customer.
Housecall Pro only supports one level of sub-customers.
3. Connect & Import Quickbooks Online Data
When you are ready to start using Housecall Pro with QuickBooks Online, you will need to connect the two.
Follow the steps in this article to Connect and Import Your QuickBooks Online Data.
The import will start immediately but may take a few hours, depending on how much data is in your QBO account.
If the import fails (you should receive an email to address on file) and you aren't sure as to why, please chat in for assistance.
4. QuickBook Online Errors
It is completely normal and expected behavior for there to be errors after connecting and importing your QBO account data.
There are a handful of common errors that are easily resolved. Please see Common QuickBooks Online Errors to learn how to resolve them.
How to Dismiss QBO Errors.
Read more about Tax Rate Errors if you received an error for those.
If you come across any errors you are unsure of how to resolve, please chat in and select 'Quickbooks' as what you need assistance with.
5. How the One-Way Integration Works
HCP is a one-way integration with QBO. There are 3 times in which HCP pushes information over to QBO:
When the invoice has been marked 'Finished'.
When the invoice has been sent to the customer.
When the invoice has been marked 'Paid'.
Updates to the invoice in Housecall Pro will be applied to the invoice in QBO once one of the actions above has been completed.
6. Moving Forward - Maintaining the Integration
The articles below explain the steps necessary to maintain your Housecall Pro and QuickBooks Online integration moving forward.
When taking cash, check, or other payments, you will need to manually reconcile those payments in QBO.
One of the most common errors that is produced during auto-reconciliation in QBO is the Invalid Item Ref error.
If you have any concerns or issues with your import please chat in and our support team will be able to assist you.
QBO Customer support is an amazing resource for learning how to complete tasks such as, matching payments, creating journal entries, and manually reconciling payments over in QBO. If you're in need of QBO support, we highly recommend visiting Quickbooks online customer support.
Click 'Help' in the upper right corner of your QBO Dashboard.
Type keywords in the search bar OR click 'Contact Us' to start a chat.
Learn more about how Housecall Pro easily integrates with your Quickbooks Online account.