Lesson #104
Tools – QuickBooks Integrator function
If you use the popular accounting package QuickBooks you can import your RB9 data directly into QuickBooks using QuickBooks Integrator eliminating the need to re-key financial data.
With RB9’s QuickBooks Integrator, you can:
- Import contacts and resources into QuickBooks as customers and vendors.
- Import invoices that were generated in RB9 into QuickBooks so that you can run consolidated financial statements.
- Import payments and other transactions, including overpayments, into QuickBooks so that your bank deposits record and account balances will be accurate.
- Import resource paychecks into QuickBooks so that you can reconcile your bank account easily.
QuickBooks Integrator works with either QuickBooks online or desktop edition.
Set-up is 1-2-3
QuickBooks Integrator requires some set-up before it can import RB9 data into QuickBooks for you. Before you can use QuickBooks Integrator, set up:
- Your RB9 business units’ accounts to match your QuickBooks setup.
- System-wide defaults for QuickBooks Integrator.
- Secure remote access to your QuickBooks (desktop version only) or test your connection (cloud version only).
Instructions for all 3 tasks are included in the RB9 user guide, and RB Support can assist you if you need any help.
After you have finished these 3 requirements, all you have to do is open QuickBooks then RB9’s QuickBooks Integrator in that order and keep QuickBooks open while you are working in QuickBooks Integrator.
Importing entities
Instead of entering contacts/customers and resources/vendors into both RB9 and QuickBooks, enter them in RB9 then use QuickBooks Integrator to copy them into QuickBooks.
After entering contacts or resources in RB9, all you have to do to add them to your QuickBooks is open QuickBooks Integrator, select Customers to import RB9 contacts or Vendors to import RB9 resources, and leave the default date of today or enter a different date range. From the resulting list select all or some of the entities and import them into QuickBooks with a single click.
If you need help finding entities in the list to import, you can sort the list by one or more columns in ascending or descending order (but if you change search criteria or exit the function RB9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.
Importing invoices
There are several reasons to import your RB9 invoices into QuickBooks:
- If you operate multiple businesses and use QuickBooks to generate invoices for a business other than court reporting (e.g., a staffing business), you can import RB9 invoices into QuickBooks to run consolidated income statements.
- If you keep track of deposits with QuickBooks, you can eliminate duplicate entries of invoices and payments by importing that information directly from RB9.
- You can reprint RB9 invoices in QuickBooks format if needed.
QuickBooks Integrator defaults to all invoices posted today. You can find invoices for a different post date and/or invoices posted by one or more of your business units. As with importing entities, you can sort the list if needed and/or export the list before selecting all or some of the invoices and importing them into QuickBooks.
And as it imports invoices RB9 automatically generates any missing data in QuickBooks (such as customers, chart of accounts, or items) so you don’t have to worry about importing all of the supporting data for invoices one at a time. If any errors occur during import, that information will appear in the Error column in QuickBooks Integrator.
Importing payments
Instead of recording deposits manually in QuickBooks, you can import payment transactions directly from RB9 including payment processing fees. You just have to import invoices before importing payments since payments are applied to invoices in QuickBooks.
QuickBooks Integrator defaults to all payments posted today. Or you can find payments posted on a different post date. As with the other import categories, you can sort the list if needed and/or export the list before selecting all or some of the payments and importing them into QuickBooks. If any errors occur during import, that information will appear in the Error column in QuickBooks Integrator.
Importing credits & journal entries
In addition to payments you can import other types of receivables transactions such as credits, duplicate payments, refunds, voids, and write-offs (but not debit memos or miscellaneous payments) directly from RB9. Like payments, you must import invoices before you can import these types of transactions since they are applied to invoices in QuickBooks.
As with payments QuickBooks Integrator defaults to all other allowable receivables transactions posted today. Or you can find allowable receivables transactions posted on a different post date. As with the other import categories, you can sort the list if needed and/or export the list before selecting all or some of the posted allowable receivables transactions and importing them to QuickBooks. If any errors occur during import, that information will appear in the Error column in QuickBooks Integrator.
Importing resource payroll checks
While you can print resource payroll checks directly from RB9, instead have QuickBooks print them using your RB9 data. This way, in addition to printing the checks, QuickBooks also deducts the amounts from your checking account since reconciling your bank account can only be done in QuickBooks, not RB9.
When preparing to import paychecks QuickBooks Integrator defaults to today as the pay date. You can select a different pay date. The list of resources eligible to be paid in the specified payroll also includes their check amounts. As with the other import categories, you can sort the list if needed and/or export the list before selecting all or some of the resources and importing their paychecks to QuickBooks. You can also enter the common text that will appear in the Memo field on each check before sending the list to QuickBooks.
As with invoices, RB9 automatically generates any missing data in QuickBooks (such as vendors) as checks are imported. You do not have to worry about importing all of the supporting data for checks one at a time. If any errors occur during import, that information will appear in the Error column in QuickBooks Integrator.
(While this method is faster, you can still export payroll checks via a QuickBooks IIF file from Print Checks to import into QuickBooks.)
NOTE: This is an RB9-only function. It is not included in RB Lite.
TL;DR: Import RB9 entities, invoices, paychecks, and payment transactions into QuickBooks.
RB concepts in this lesson
Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.
Contact: Person who works for a firm you do business with.
Resource: Person or thing that provides your business with a service, such as reporters.
