Why Use QuickBooks Online Integration?
Using the QuickBooks Online integration will allow you to seamlessly transfer company and project information from D-Tools Cloud to QuickBooks Online. Ultimately, we want you to be able to push over anything accounting related to your accounting software so you can use D-Tools Cloud for sales and project management, and your accounting software for accounting.
- Create an estimate in QBO from a D-Tools Project
- Send Purchase Orders over to QBO
- Quickly search QBO customers when sharing a proposal or attaching contacts
- Create or Map your D-Tools Accounts to QBO Customers
- Sync D-Tools Catalog Products, Labor, and Services with QBO Items
Connecting to QuickBooks Online Integration
Connecting to QuickBooks is easy. All you have to do is enter your QuickBooks Credentials, Authorize D-Tools to push to QBO, and Connect!
Step 1: Go to the Integrations page at the bottom of settings and connect to QuickBooks
Step 2: Enter your QuickBooks credentials to log into QuickBooks. Don't worry, D-Tools doesn't see your password.
Step 3: Authorize D-Tools to push accounts, products, and projects to QuickBooks Online
Step 4: You are connected!
Note: Everything below this point will be hidden, unless you are connected to QuickBooks Online.
Creating an Estimate in QBO from a D-Tools Project
Where to Create an Estimate
Once an Opportunity is won, it is automatically turned into a project. As an accounting role, you will see an orange banner that alerts you that your project is not pushed to QuickBooks. You can quickly push this to QBO by clicking Create QuickBooks Estimate button.
You can also click the Link to QuickBooks button in the integrations section on the project page. These buttons will only show if you are connected to QuickBooks.
There are 3 steps to creating an estimate in QuickBooks: Account, Items, and Review.
The account step will ask you to Create or Map to an existing account in QuickBooks. This is just to send over the accounting information entered in D-Tools that will be valuable to have in QBO.
If an account is already sync'd, then you will automatically be taken to the items part since the account already exists. You will have the opportunity to review before you submit the estimate, and can always edit the account by hitting the previous button to go back to the account. See below for syncing all accounts to QuickBooks.
To create an account, just fill in as much of the fields as possible. If you think you have the account created already, but just not in D-Tools, then you can search for accounts in QB by going to the Map Account. If you see the account you are looking for, select and click next. If not, create the account.
When creating an estimate to send to QuickBooks, QuickBooks requires existing products. You will see a list of products on the left side that are not sync'd to products in QuickBooks. Go through each product and enter the Product and Account Information for each. You can also select multiple at once by using shift + click and command + click.
Once you have created the Account and Items in QuickBooks, you will review the Estimate. Here you can add some information like date, class, group, and email. You can also review information for the Account and Estimate.
When you are done reviewing, create the estimate and it will be created and sent to QuickBooks. You will see a estimate number that you can use to track back to QuickBooks Online.
You will also see the estimate number in the project details section
Creating or Mapping Accounts to QBO Customers
To send D-Tools accounts in QuickBooks Online without having to create an estimate, you can select all the people or accounts you want to send over, or you can select all people. Then click the export icon in the upper right and select "Export to QuickBooks Online". As of now, things can only be pushed to QuickBooks. Nothing will be sync'ed, so you will need to re-push to QuickBooks when changes are made. You can do so by exporting the item again.
After you are connected to QuickBooks Online, you will see the below dropdown whenever you go to add contacts. Default will show the contacts from D-Tools Cloud, but you can always search QBO contacts.
Note: If you are not seeing the QBO tab, you are not connected to QuickBooks Online correctly. Please make sure you go through all of the authorization steps to give D-Tools Cloud access to your contacts. D-Tools Cloud does not use these contacts for any purpose other than helping you find contacts in the D-Tools Cloud software.
Send over Purchase Orders
When connected to QBO, you can send over purchase orders directly to QuickBooks Online. Go to a purchase order and you will see Send to QuickBooks under the PO name.
Clicking this will open up a 3 step modal to
- Create or map the customer to QBO
- Create or map products to QBO
- Review your PO settings
After connected, you will see the PO number in QBO. You can update the PO number in D-Tools Cloud by clicking the edit icon next to Purchase Order ##, and changing the number to the number in QBO. Of course you can edit from QuickBooks side too.
Syncing D-Tools Products, Labor, Services, Suppliers, Accounts and Contacts with QBO Items
You can send products to QuickBooks by selecting the products you want to send in the catalog. Click the export button and export to QuickBooks. Changes will have to be pushed whenever a change is made. This will automatically ask you when you create an estimate.