Quickbooks Integration

Preparation: Initial QuickBooks Settings

First, log in to your QuickBooks online account.

Select the gear icon (top right) to open settings. Select Account and Settings, Select Billing and Subscription on the left sidebar, and Verify QuickBooks Plus is subscribed to. Non-plus versions can be used but will not sync material or work orders.

Select Sales on the left sidebar, scroll down to the Product and Service section, and make sure the “Show Products/Services column on sales form” is On. Also, make sure the “Track quantity and price/rate” is On. Select Save Select Expenses on the left sidebar, and ensure “Use Purchase Orders” is on (QuickBooks Plus Version only). Exit out of Accounts and Settings

Integration: Part 1- Establishes Basic Synchronization Rules

1. First, login to your ROOFLINK account, you must be an Admin to perform the following.
2. Select Tools>Integration>QuickBooks. Select “Add Integration”. The following fields provide drop-downs that are selectable. Items with a red asterisk * are required. Bold selections are the preferred selections.
   1. QuickBooks Version- QuickBooks Online or QuickBooks Desktop Enterprise
   2. Regions*- Regions you are interested in connecting to QuickBooks, Select All
   3. Customer display name*- Last Name,First Name or First Name, Last Name
   4. Job display name*- Last Name,First Name or First Name, Last Name or Address
   5. Push Estimate to qb upon*- date_approved
   6. Push matorders to qb upon*- Order Place, Order Paid, Manual Sync
   7. Push workorders to qb upon*- Order Completed, Order Paid, Manual Sync
   8. Sync RL Estimates as QB Invoices*- Do Not Sync, Single invoice Summarized by Trade, Single Invoice with all LineItems, Multiple Invoices with all LineItems
   9. Sync RL Estimates as QB Estimates- Do Not Sync, Single Estimate Summarized by Trade, Single estimate with all LineItems
   10. Sync Estimates-Detailed (each ROOFLINK estimate line item syncs to the QB invoice) or Summarized (a single bulk line item in QB)
   11. Sync Material Orders- Sync as Vendor Bill, Sync as Job Expense, Don Not Sync
   12. Sync Work Orders- Sync as Vendor Bill, Sync as Job Expense, Don Not Sync
   13. Work Order Vendor Bill #- WO-12345, WO-12345 | John Doe, WO-12345 | 123 Main St
   14. Sync customer payments- Rooflink to Quickbooks, Quickbooks to Rooflink, Both Directions, Do Not Sync
   15. Sync Expenses- Rooflink to Quickbooks, Quickbooks to Rooflink, Both Directions, Do Not Sync
   16. Push QB Vendor Bills and Credits to Rooflink as a Job Expense- Do Not Select- Advanced Feature
   17. Invoice Management Company- Do Not Select unless creating Management Company Customers in Tools>Management Companies
   18. QuickBooks class- Job Type, Bid Type, Region
   19. Customer Type- Job Type, Bid type, Lead Source
   20. QuickBooks accept invoice payment- Credit Card, Bank Transfer, Both, Neither
   21. Exclude job expense categories for webhooks- Leave Blank for now. In the event that expenses are duplicated by syncing from Quickbooks to Rooflink Other Expenses, Quickbooks Catagories can be excluded from coming into Rooflink.
   22. Sync Commissions as- Sync as Vendor Bill, Sync as Job Expense
   23. Sync Commissions- Rooflink to Quickbooks, Quickbooks to Rooflink, Both Directions, Do Not Sync
   24. Sales tax regions- Only select regions for which QBO will calculate sales tax.  Rooflink will stop syncing estimate builder sales tax to Quickbooks for these regions. Recommend leaving blank
   25. Allow Incoming Webhooks To Update Closed Jobs- Do not select unless you want the sync to operate on closed jobs
   26. Select Submit
3. Part 1 is complete

Integration: Part 2- Account Mapping Part two of the integration establishes ROOFLINK to QuickBooks Chart of Account mapping rules.

Once established for each account type, further customization can be mapped on the crew and supplier pages. The accounts from your QB Chart of Accounts will be available for each field. If any of the fields are left blank, ROOFLINK will auto-map. You can navigate to the QB Chart of Accounts by selecting Accounting from the left sidebar, and then Chart of Accounts. In ROOFLINK, navigate back to Tools>integrations>QuickBooks Select the blue hyperlinked integration id, it will look something like this

Navigate past the fields set in Part 1 of the Integration to each of the below

1.  Income account- Must be labeled as an income account in QuickBooks Chart of Accounts (Very important- if not an income account, integration will repeatably disconnect)
2. Material expense account- Generally Construction materials or COGS
3. Material payment account- Generally the main company checking account
4. MO Purchase Order Account Payable- Leave Blank
5. Workorder expense account-Generally SubContractors or similar
6. Workorder payment account- Generally the main company checking account
7. WO Purchase Order Account Payable- Leave Blank
8. Other expense expense account- other expense or uncategorized expense
9. Refunds Account Receivable- Leave Blank
10. Refund Payment Account- Generally the main company checking account
11. Sync Commissions- Rooflink to QuickBooks, QuickBooks to Rooflink, Both Directions, Do Not Sync
12. Commission payment account- Generally the main company checking account
13. Commission expense account- Generally SubContractors or similar
14. Sales tax regions- Only select regions for which QBO will calculate sales tax.  Rooflink will stop syncing estimate builder sales tax to Quickbooks for these regions. Recommend leaving blank
15. Do Not check the box “Allow Incoming Webhooks To Update Closed Jobs”
16. Invoice due date- 7 Days from Trigger, Let QuickBooks Decide
17. Select Submit

Part 2 of the Integration is complete

Integration Part 3-Testing

1. Add the “QB Not Synced” to your ROOFLINK dashboard, navigate to your dashboard by selecting the ROOFLINK logo, select the group you would like to add the QB Not Synced widget to; select the lower gear icon, select add widget, type QB in the field, select “QB Not Synced” from the drop down.
   1. Navigate to and select the QB Not Synced Widget
   2. Nominate a customer and select “Sync QB” in the estimate column
   3. Navigate back to your QuickBooks and verify the nominated customer estimate exist in QuickBooks as an invoice.
   4. Payments, Work Orders, Material Orders will all populate QuickBooks based on the synchronization rules outlined in Integration: Part 1.

 

Integration General Rules

1. Existing Jobs (already approved) in ROOFLINK will require a manual estimate sync since they are already past the “Push Estimate to QB upon” milestone. All future job approvals will be synced automatically to QuickBooks upon ROOFLINK approval, or the milestone outlined in Integration: Part 1 item e.
2. Changes made to the estimate after an initial sync will require a manual sync. The manual sync can be initiated from the Estimate page under checklist, or from the QB Not Synced widget.
3. Payments will not sync to QuickBooks until approved.