QuickBooks Online

QuickBooks Online


Setup

Omadi offers an integration with QuickBooks Online, making it quick and easy to sync invoice and payment information between Omadi and QuickBooks. QuickBooks Online will sync with one GL (General Ledger) item based on the total due field. Please note that all integrations require an Omadi Agent to enable the integration for you. Email support@omadi.com to have your integration enabled. 

Once the QuickBooks integration is turned on by an Omadi Agent, the user will need to connect to their QuickBooks Online by going to Setup > Integrations > QuickBooks Online > Connect to QuickBooks. Enter QuickBooks Online login credentials, check the Remember Me button, and click the Sign In button. After signing in, click on the company file name, then authorize Omadi to share information with QuickBooks. After connecting the QuickBooks Online account with Omadi, the Settings page will automatically pop up. Each job type can be configured individually. Some key fields to set are When to Generate Invoice, Service Date Field, and Invoice Number Field. The When to Generate Invoice field is defaulted to manually sync invoices. The user can change this to sync with QuickBooks Online when a ticket reaches a certain form part. Generally, customers start with manual sync so that they can control which tickets go over, then later customers may choose to sync upon reaching the Release or Audit form part. The Service Date field will sync the selected date field with the QuickBooks Invoice Date. The Invoice Number field will sync the selected field with the QuickBooks Invoice Number. Note that each form must be configured individually. 

After saving any changes made to the QuickBooks Online settings, the user will be redirected to the Setup QuickBooks Online screen. A notification at the top of the screen will indicate that the QuickBooks settings were saved and that the user’s Omadi account is connected with QuickBooks Online. To identify customers that are not linked in QuickBooks, the user will need to click on View Customer Linking. To link a customer, click on the customer’s name > Link to QB Online Customer. Omadi will bring up a list of customers that are matches. To link the Omadi customer with the QuickBooks customer, select the QuickBooks customer and click Link to the selected partial match below. A confirmation notice that the customer linked properly with QuickBooks will appear in the green notification bar at the top of the screen. Users can View Customers in QuickBooks or Unlink Customers by simply clicking the hyperlink options in the top right of the screen. 

If Omadi is set to manually generate QuickBooks invoices from Omadi, the user will need to click Create QuickBooks Online Invoice at the bottom right of the screen. A message at the top and bottom right of the screen will appear after the invoice was created in QuickBooks. If a user entered payment information prior to clicking the Create QuickBooks Online Invoice, a payment will also be created in QuickBooks. Recall that you can automate the sync based on when a form part is saved, such as the Audit form part. To manually sync payments, you must navigate to the Sync Payments button by going to Setup > Integrations > QuickBooks Online > Sync Payments. Otherwise, payments should sync each time it updates with a new ticket by checking existing ticket information. The Omadi - QuickBooks integration works best if users make any needed adjustments in Omadi, then sync with QuickBooks. Changes made only in QuickBooks could lead to inaccurate, conflicting data in Omadi.
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