Facility: Quickbooks Online Integration

Time To Pet integrates with your Quickbooks Online account, allowing your invoices, services, payments, and clients to be automatically kept in sync as changes are made in your Facility account.

Integrating With Quickbooks Online

You must be an administrator to connect your Quickbooks Online account to your Facility account.

1. Navigate to Settings → Integrations → Quickbooks. 

2. Click the "Connect To Quickbooks" button:

   

3. A new window will launch, asking you to log in to Quickbooks and grant access to Time To Pet.
4. When access has been granted, you will be redirected back to Time To Pet and will see a message that you have successfully connected your Quickbooks account.

All invoices created from this point on will now be synced to Quickbooks automatically for you, including the attached clients, services, and payments. If you want to sync Invoices created in Facility before you connected Quickbooks, send us a note, and we can take care of this for you.

Initially Bringing Facility and Quickbooks In Sync

Each client in Facility has a unique link to a client in Quickbooks to ensure their accounts are kept in sync. It might be the case that we need to make this connection manually initially.

Case 1: Clients in Quickbooks, No Clients in Facility

Similarly, this case also applies if you have clients in Quickbooks and clients in Time To Pet, but there is no overlap.

In your Quickbooks screen in Time To Pet (Settings > Integrations > Quickbooks), click the "Download Quickbooks Clients & Services" button.

This will download all of your Quickbooks clients to Time To Pet and automatically make the link to their counterparts in Quickbooks.

Case 2: Clients in Time To Pet, No Clients in Quickbooks

You have clients in Facility but none in Quickbooks (or none you want in Facility). This is likely because you just created a new Quickbooks account.

Lucky you! Time To Pet will take care of everything automatically for you.

Case 3: Clients in both Time To Pet and Quickbooks

If you have clients in both Quickbooks and in Facility that overlap, some manual work is required to be done to connect the two.

1. Navigate to your Client List.

2. Scroll to the bottom and click the "Manage Quickbooks Links" button.

   

3. A new window will open. If you have a large number of clients in Quickbooks, this can take 2-5 minutes to open initially.
4. Each row in the table represents a client in Facility. If we have a link to the client in Quickbooks, the second column will be populated with their name in Quickbooks.
5. To link a Facility client to a Quickbooks client
   1. Click the Edit link to the right.
   2. Select the Quickbooks client in the drop-down list.
   3. Click the Save button to the right of the drop-down list.

Once you have linked all Time To Pet clients to their counterparts in Quickbooks, you can then safely use the "Download Quickbooks Clients & Services" tool in Settings > Integrations > Quickbooks.

Custom Transaction Numbers

When integrated with QuickBooks, QuickBooks typically automatically generates incremental invoice numbers, referred to as "transaction numbers" within QuickBooks. These invoice numbers are then synchronized into Facility. If the "Custom transaction numbers" setting is enabled in your QuickBooks account, QuickBooks will assign the number "0" instead.

Invoices created or edited in Facility before January 29th, 2024, would have imported these "0" invoice numbers from QuickBooks. However, we have implemented an update in Time To Pet. If we detect that your QuickBooks account has the "Custom transaction numbers" setting enabled, we will override the "0" invoice number and assign an actual number, which will then be pushed into QuickBooks. If you have any pre-existing invoices with "0" invoice numbers that you would like to replace with an actual number, please refer to the section below on Giving "0" Invoices A Number.

Giving "0" Invoices A Number

Turning off the Custom Transaction Numbers setting will not automatically re-number the invoices that were already assigned a "0." Follow these steps to give these invoices an actual number:

1. Ensure the Custom Transaction Numbers setting is ON, allowing you to edit your invoice numbers in QuickBooks. See Locating The Custom Transaction Numbers Setting for instructions.
2. In QuickBooks, assign actual numbers to all "0" invoices.
3. Turn off Custom Transaction Numbers.

4. In Facility, open the Edit Invoice screen for each invoice that needs to pull in the new invoice numbers. Scroll to the bottom and click "Re-Sync With QuickBooks."

   

Locating The Custom Transaction Numbers Setting

To locate the Custom Transaction Numbers setting in QuickBooks, click the gear icon in the top right corner of your QuickBooks dashboard:

Click "Account & Settings":

Click "Sales" and then the pencil icon in the top-right corner:

Locate the Custom Transaction Numbers setting and toggle it ON or OFF, depending on your goal.

Connecting Quickbooks from In-Home to Facility

When you have the Quickbooks Integration in your In-Home account, you have two options for connecting Quickbooks to your Facility account.

Option 1: Separate QBO Accounts - Each branch syncs to its own independent QBO account. This is generally the recommended option.

Option 2: Shared QBO Account - Both your Facility and In-Home branches sync to the same QuickBooks account. While this allows you to have only one Quickbooks account, it comes with a few caveats and is generally not recommended.

• It becomes harder to keep your books independent for each branch.
• A client in both In-Home and Facility will have the same account in QBO. Applying a payment from Facility to an Invoice in In-Home (or vice versa) will lead to sync errors.

FAQs

Q: Do changes made in Quickbooks automatically sync to Time To Pet?

Unfortunately, they do not. Quickbooks does not have any mechanism by which we are notified of updates. To sync a change made in Quickbooks, edit the Invoice in Time To Pet, scroll to the very bottom, and click the "Re-Sync With Quickbooks" button.

Q: Is there a charge to integrate with Quickbooks?

Time To Pet will not charge you any additional fee to integrate with Quickbooks.

Q: Which countries does the Quickbooks Integration support?

We currently only support integrating with USA Quickbooks accounts. The only reason we 'officially' integrate with US Quickbooks only is due to the fact that each Country handles sales tax differently. If the company doesn't collect sales tax, it should be able to use the integration without issue.

Q: What versions of Quickbooks does Time To Pet work with?

Time To Pet can only integrate with Quickbooks Online Essentials, Plus, and Advanced plans. Time To Pet does not work with desktop, Simple Start, or Self Employed versions of Quickbooks.

Q: Why do my Invoices have #0?

You have Custom Transaction Numbers enabled in QBO. Please see Custom Transaction Numbers.