QuickBooks Interface Setup
How to setup the interface between HomeTrak and QuickBooks
The following are instructions on how to setup the interface between HomeTrak Companion and QuickBooks Pro/Enterprise.
start here...
Pre-Requisite:
Must have QuickBooks installed and open. Must be signed in to QuickBooks using the Administrator account.
Must have access to Agency Office within HomeTrak for setup purposes only.
MANDATORY
Anytime you are exporting data to or importing data from QuickBooks you must have HomeTrak open, the Connector running and QuickBooks open.
Do this first
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 Menu of HomeTrak Companion, click Options menu and then click ‘Start QuickBooks Connector’.
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.
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.
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.
Next complete the following configuration in HomeTrak. These options should be a one time setup unless you need to tweak them.
Where to setup the QuickBooks Interface
From the Main screen click on Setup then click Agency Office.
Next, click the Finance tab then click Interfaces.
Then click the Edit button to open the QuickBooks Defaults screen.
Make me the QuickBooks Host
Click ‘Make me the QuickBooks Host’ on the computer that has QuickBooks and HomeTrak running.
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) |
More than one person exporting to QuickBooks
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.
Classes
If 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-classes
If 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
Adding a Class to Payer
If the Payer is the client then go to the Client Module and on the Billing Options screen go to the QuickBook Class field and identify 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 identify which class applies to this payer.
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.
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 | Information put into this field will be included in the description column in QuickBooks. |
Additional Billing Options
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. |
Payroll Options
Live In Rate Type:
| Choose how to export payroll information into QuickBooks time sheets for schedules whose authorization has a live in rate package. | |
Per Visit Rate Type:
| Choose how to export payroll information into QuickBooks time sheets for schedules whose authorization has a per visit rate package. | |
Time sheet Notes: | Additional information to include on the time sheet | |
Export Billing Information: | Choose whether or not to automatically populate the `Customer: Job` and `Service Item` time sheet columns with billing information. (client name) | |
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. |
NOTE
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.
How to link Services (Call Types) and Extra Charges from HomeTrak to QuickBooks
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 Scheduling 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.
NOTE
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.
How to link your clients and/or caregivers from HomeTrak to QuickBooks
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.
Currently using QuickBooks and want to export Customers, Employees and/or Vendors into Companion
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.
New QuickBook's Company file with no Customers, Employees and/or Vendors
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.