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
Create or Map your D-Tools Catalog Products, Labor, and Services to 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 within 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 find the "Create Quickbooks estimate" option by clicking on the ellipsis menu(three dots) in the top left corner of the project view. These buttons will only show if you are connected to QuickBooks.
There are 3 steps to creating an estimate in QuickBooks: Customer, Items, and Review.
The customer step will ask you to Create or Map to an existing customer in QuickBooks. This is just to send over the accounting information entered in D-Tools that will be valuable to have in QBO.
If the customer is already sync'd, then you will automatically be taken to the items part since the customer already exists. You will have the opportunity to review before you submit the estimate. 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 to Quickbooks customer. If you see the customer you are looking for, select and click next. If not, create the customer.
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 find the estimate number by clicking on the ellipsis menu(three dots) in the top left corner of the project view.
Creating or Mapping Accounts to QBO Customers
To export D-Tools customers to QuickBooks Online without creating an estimate, users can edit the Client to open the Client Editing Screen. You can then click the "Export to QuickBooks" button located in the lower-left section of the Client view.
Send over Purchase Orders
When connected, you can also export purchase orders directly to QuickBooks Online. Go to the desired purchase order, and you will see an Export to QuickBooks option under the PO name.
Clicking this will open up a 3 step wizard:
Create or map the Supplier to QBO
Create or map products to QBO
Review your PO settings
After the PO export, you will see the PO number in QBO. You can update the PO number in D-Tools Cloud to match the QBO PO number by clicking the edit icon next to Purchase Order ## and changing the number to match the PO number in QBO. Of course, you can edit from QuickBooks side too.
Export or Map D-Tools Products, Labor, Allowances, and Services to QBO Items
You can export products directly from the D-tools Cloud Catalog > My Products section to QuickBooks. Select the products you want, and use the Actions button, which appears in the top right corner of the view.