How to setup the interface between HomeTrak and QuickBooks
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Must have QuickBooks installed and open. Must be signed in to QuickBooks using the Administrator account.We currently do not interface with the online version of QuickBooks.
Must have access to Agency Office within HomeTrak for setup purposes only.
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Anytime you are exporting data to or importing data from QuickBooks you must have HomeTrak open, the Connector running and QuickBooks open. |
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| title | Make me the QuickBooks Host... |
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Make me the QuickBooks Host Image Modified
| Application | This is the name of the application that QuickBooks is communication with. HomeTrak (do not change) | Host | This will be the name of the computer that is captured when you clicked ‘Make me the QuickBooks Host’. It captures the IP Address and the MAC Address of the computer as well. | Port | This is the port number that that the two pieces of software communicate through.2080 (do not change) |
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| title | More than one person exporting to QuickBooks |
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| If you have one person exporting billing and another person exporting payroll; you will have repeat the above step on each workstation. Just before they start the connector they will need to go to the QuickBooks Interface screen, edit and select their computer name from the host drop-down list. |
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| title | How to add Classes to my QuickBooks Export... |
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ClassesIf you use class tracking in QuickBooks and want to see the class of the payer on each line item of the QuickBooks invoice, you must populate the Classes field and select the ‘Include QB Class in Invoice’ option under Additional Billing Options The Class Name field is case sensitive and the format must match exactly as it is setup within QuickBooks. Sub-classesIf you use classes and subclasses within QuickBooks you will need to separate them with a colon when filling in the Class Name field. Example: ClassName:SubClassName  Image Modified
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Adding a Class to PayerIf the Payer is the client then go to the Client Module and on the Billing Options screen go to the QuickBook Class field and choose from the drop-down list which class applies to this client. If the Payer is not the client but a third party payer then go to the Payer Module and on the Billing Options screen go to the QuickBook Class field and choose from the drop-down list which class applies to this payer. 
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| title | Include in Invoice Description Column... |
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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.  Image Modified
| Client Name in Non-Private Invoice | If the Payer on the invoice is a third party payer, using this option will include the client name in the description column in QuickBooks. | Client Name in Client Invoice | If the Payer on the invoice is the client, using this option will include the client name in the description column in QuickBooks. | Billing Type | Using this option will include the whether the rate is Hourly, Live-in or Per Visit. | Call Type Description | Using this option will include the Call Type name in the description column in QuickBooks. | Schedule Date | Using this option will include the Schedule Date in the description column in QuickBooks. | Start and End Time | Using this option will include the Schedule Start and End Time in the description column in QuickBooks. | Include Caregiver Name | Using this option will include the Caregiver's Name in the description column in QuickBooks. | Note | |
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| title | Additional Billing Options... |
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Additional Billing Options Image Modified
| Include 'QB Class' In Invoice | Choose whether or not to include `QB Class`column your invoice. Stating a class for each invoice item. | Set 'Invoice needs to be Printed' to 'Yes' | Choose whether or not to set `Invoice needs to be Printed` to `Yes`or `No`. If you are going to print your invoices from QuickBooks you will want to select this option. | Switch Invoice Payer To Client | Choose whether or not to change the payer to the client and import invoices into the client`s QuickBooks account. | Send Live In as 1 Unit | Choose whether or not to send your Live In services as 1 unit instead of 24 hrs. | Update Customer Data During Billing Export | Choose whether or not to update Customer Data (address changes) during your billing export. | Use Address Override | Use the`Send-To` or `Address` overrides when creating the Customers Address in QuickBooks. |
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Payroll Options Image Modified
| Live In Rate Type:One Hour at Full RateSkip and ExceptionUse Credit Hours
| | Per Visit Rate Type:One Hour at Full RateSkip and ExceptionUse Credit Hours
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| Time sheet Notes: | | | | Switch Payer Name to Client Name in Time sheet `CustomerJob` Column: | Choose whether or not to change the payer name to the client name in the `Customer: Job` field on the time sheet. | Update Employee/Vendor Data During Payroll Export | Choose whether or not to update Employee/Vendor Data (address changes) during your payroll export. | Rate Deviation: | How far can a QuickBooks rate deviate from Companion before it is not longer valid. |
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It is recommended you complete the linking of your Services (Call Types) and Extra Charges before the first time exporting your billing and/or payroll. If not completed, they will come up as validation errors during the export and ask you to perform this process at that time. |
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| title | How to link Services and Extra Charges... |
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How to link Services (Call Types) from HomeTrak to QuickBooksEdit 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.
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.
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| Mileage, errand mileage and expenses will show up as exceptions when exporting your payroll. This is because we export the payroll to the Weekly Timesheet in QuickBooks and it only accepts time. You will have to manually add them to the paycheck in QuickBooks. |
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.
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| title | How to Export Clients and/or Caregivers to QuickBooks... |
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How to Export Clients and/or Caregivers to QuickBooksHomeTrak 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.
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