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How to establish a connection between HomeTrak and QuickBooks

 On the computer that will be doing the exporting of your billing and/or payroll you will need to perform the following steps:

• Start HomeTrak and login.

• Start QuickBooks and login as Administrator.

• Start the QuickBooks Connector; go to the Main screen of HomeTrak, click File menu and then click ‘Start QuickBooks Connector’.  

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• Once the connector is started you will need to click the red 'x' in the top right-hand corner to close and minimize to your system tray.

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• You must have only one connector running if you start more than one connector on the same computer the connection to QuickBooks does not work.

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First Time you Connect to QuickBooks

The first time you connect to QuickBooks it will create a certificate to give permission to Companion to look at QuickBooks data. The certificate gets added to the QuickBooks Integrated Applications.

When the certificate appears on the screen select the following options:

• Yes, whenever this QuickBooks company file is open

And if using QuickBooks for payroll you will want to also check the option at the bottom

• All this application to access personal data such as Social Security Numbers and customer credit card information

Click Continue... to proceed to the next screen. Click Yes to allow Companion access to QuickBooks.

The last screen to appear is ‘Access Confirmation’ and you will click Done to complete the certificate setup.

Where to setup the QuickBooks Interface

• From the Main screen click on Setup then click Agency Office.

• Next, click the Required tab then click Interfaces.

• Click the QuickBooks Setup tab, then click the Edit button to open the QuickBooks Defaults screen.

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Make me the QuickBooks Host

• Click ‘Make me the QuickBooks Host’ on the computer that has QuickBooks and HomeTrak running.

Include in Invoice 'Description' Column 

Each option you check below will display in the Description Column on the QuickBooks Invoice. They do not appear in separate columns.

Additional Billing Options

Payroll Options

How to link Services (Call Types) from HomeTrak to QuickBooks

Edit the Service (or Call Type) in the Agency Office Module. In the QuickBooks Interface Items portion of the Service screen you have three options for linking your services in HomeTrak to QuickBooks.

• Invoice Service Item - If exporting invoices to QuickBooks you must populate this field.
• Vendor Bill Service Item - If exporting payroll and your office has caregivers who are not employees but are considered contractors you must populate this field.
• Payroll Service Item - Only populate this field if your employees in QuickBooks have multiple entries for the same pay rate and you want to specify the payroll item description to be used.

start here....

• From the Main screen click on Setup then click Agency Office.
• Next, click Home tab, then Services (Call Types).
• Select a service from the list and click the EDIT button.

• Next, click "Connect to QuickBooks" button to have the system pull in your service items from QuickBooks and populate the "Invoice Service Item" list.
• Click the "Invoice Service Item" drop-down list and select which service item you want to link to the service in HomeTrak.
• Then, click the Save button.
• Repeat these steps for each Service (Call Type) in your list.

How to link Extra Charges from HomeTrak to QuickBooks

In the QuickBooks Interface Items portion of the screen you have three options for linking your services in HomeTrak to QuickBooks.

• Invoice - If exporting invoices to QuickBooks you must populate this field.
• Vendor Bill - If exporting payroll and your office has caregivers who are not employees but are considered contractors you must populate this field.
• Payroll - Travel Time is the only extra charge for which the Payroll field should be populated since it is the only extra charge that can create a line item on a weekly timesheet.

start here....

• From the Main screen click on Setup then click User Defined.
• Next, click Payroll and Billing, then Extra Charges tab.
• Select an Extra Charge from the list and click the EDIT button.

• Next, click "Connect to QuickBooks" button to have the system pull in your service items from QuickBooks and populate the "Invoice" list.
• Click the "Invoice" drop-down list and select which service item you want to link to the service in HomeTrak.
• Then, click the Save button.
• Repeat these steps for each Extra Charge in the list.

How to Link a Client or Caregiver from HomeTrak to QuickBooks

The process is the same for both clients and caregivers. The only difference is the client is linking to the QuickBooks Customer and the Caregiver is linking to the QuickBooks Employee or Vendor depending on if you have employees or contractors.

start here....

• Go to the Client Module.
• Choose which client you need to establish the link for.
• Make sure you are on the Homepage and the Profile tab.
• In the lower right-hand corner you can click on the '+' for the External ID section.
• Next, click the Add button to open the Interface screen.
• Click the Type drop-down list and select one of the three options for QuickBooks: 
  • Quick Books Client
  • Quick Books Employee
  • Quick Books Vendor

• Then click the Search button.

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• The Search screen will open and now you have two choices.
  • Click the Search button if the client is already in QuickBooks. A list of clients will come up in the bottom portion of the screen. You will need to select which customer from QuickBooks is the same client in HomeTrak. Then click the Save button.
  • Click the ADD button if you know the client is not already in QuickBooks.
• When the Interface field is filled in you will click the Save button.

• You will be returned to the Interface screen and will need to click Save to complete the process.

• You need to repeat these steps for each client and/or caregiver.

How to Imports Customers, Employees and/or Vendors from QuickBooks into Companion.

Companion imports the person's name and demographic information into QuickBooks.

start here....

• From the Main screen click on the File menu, then click Import People or Organizations.

• Next click the QuickBooks icon on the ribbon and select which type of people you want to import. Customer, Employee or Vendor
  
• The system will start to load the people you chose into the grid.
• You then have the option to uncheck any people you do not want to import into the HomeTrak software.
• Next, click on the Import To tab on the ribbon then click the icon that represents the area you want to import the people to.
  • If you are importing Customers you will want to click on Client.
  • If you are importing Employees you will want to click on Caregiver.
  • If you are importing Vendors you will want to click on Caregiver.
• Repeat these steps for each type of person you want to import into HomeTrak.

How to Export Clients and/or Caregivers to QuickBooks

HomeTrak exports the person's name and demographic information into QuickBooks.

start here....

• From the Main screen click on the File menu, then click Export People or Organizations.

  

• In the Result panel click the box beside Client to select all clients, then click ViewData on the toolbar. If you want to export just certain clients you will want to expand the list and click the box beside each client you want to export. then click View Data to update the grid with just those clients selected.

• Next click the QuickBooks drop-down button on the ribbon, then click Customer to start the export process.

• You will see the question 'Are you sure you wan to Export QuickBooksCustomer?' Click Yes to continue.
• Last message will be Export Complete, click OK.
• Repeat these steps for exporting Caregivers

  • In the Result panel click the box beside Caregiver to select all Caregivers, then click ViewData on the toolbar. If you want to export just certain caregivers you will want to expand the list and click the box beside each caregiver you want to export, then click View Data to update the grid with just those caregivers selected.

  • Next click the QuickBooks drop-down button on the ribbon, then click Employee or Vendor to start the export process.

• Repeat these steps for exporting Office Staff

  • In the Result panel click the box beside Office Staff to select all Office Staff, then click ViewData on the toolbar. If you want to export just certain Office Staff you will want to expand the list and click the box beside each Office Staff person you want to export, then click View Data to update the grid with just those Office Staff people are selected.

  • Next click the QuickBooks drop-down button on the ribbon, then click Employee or Vendor to start the export process.