Help Center

Accounting System: Linking Tradify with Quickbooks Online

1. Click on Settings in the main navigation bar. Next, click on Integrations.

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2. Click on QuickBooks.


3. Click on Login to QuickBooks. You’ll be redirected to QuickBooks and asked to login and authorise Tradify.

 

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4. To authorize Tradify, simply log in to your QuickBooks account by entering your email address and QuickBooks password.

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5. Click Authorise.4_-_Authorise_Accounts.png

 


6. Once authorised, you will automatically be redirected back to Tradify.

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7. Select the appropriate account codes for Labour, Materials, your Bank Account and Purchases, then click OK.

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If you’re unsure of the account codes to use, we recommend seeking the guidance of your accountant or bookkeeper.


Integration Options

The Integration Options below control how Tradify interacts with Quickbooks when sending invoices through to the accounting system.8_-_Integration_options.png
These options can be turned on or off as your needs change, but it is important to understand the implications of making changes.

This article will explain what each option is used for, and how it impacts the integration of Tradify & Quickbooks.


1 - Use Quickbooks invoice numbering sequence - When this option is selected, Tradify defers to Quickbooks to assign a number to an invoice created and approved in Tradify.

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For this reason, when you approve an invoice in Tradify, it has to send that invoice to Quickbooks in the same step so the invoice number can be determined and allocated. The Approve button on the invoice screen reads, "Approve & Send to Quickbooks".  Please Note: This option should be selected if at any stage you intend to produce an Invoice in Quickbooks without it originating in Tradify in any shape or form.

When this option is deselected, the invoice numbering sequence can be set in Tradify under Settings > Invoice, Quote & Purchase Settings. Invoices generated in Tradify can then be approved and can be "Sent to Quickbooks" at any point the user decides, (typically when the customer has approved the invoice for payment).  

Tradify also monitors the paid status of the invoice up to the point it is "Sent to Quickbooks." The Invoice can also be "Reset to Draft" status (see "Options" button on the invoice screen) so it can be altered or edited as needed and then approved again afterwards. You will also notice that the Approve button on the invoice screen therefore reads, "Approve." The option to "Send to Quickbooks" resides under the "Options" button in the Invoice screen and also on the Invoice list screen.

This option provides the most flexibility when producing and managing invoices and is therefore recommended. However, this does require that ALL invoicing be done in Tradify.


2 - Send files to Quickbooks -

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When this option is selected, any files attached to an invoice in Tradify (under the Notes section) are added to the file attachment section on the corresponding Quickbooks invoice.

When this option is deselected, the files are not sent through to Quickbooks with the invoice from Tradify. Essentially, they’re only maintained in Tradify.

3 - Create inventory items in Quickbooks -
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When this option is selected, Tradify either creates Inventory Items to correspond with the Price List Items on the line detail of a Tradify invoice, or it updates existing Inventory Items to match the Price List Items in Tradify.

When this option is deselected, only the Price List Item description, quantity and unit price is sent across to the Quickbooks invoice, with no item code.

 

Once the link has been established with Quickbooks, you can import your customers, suppliers and inventory item records by following the processes below:

 

Click on Customers > Options > Import Customers from Quickbooks.


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Click Suppliers > Options > Import Suppliers from Quickbooks.


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Click on Settings > Price Lists & Kits > Options > Import Price List Items from Quickbooks.

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You can perform the above steps at any stage to update Tradify with your Customers, Suppliers and Price List Items that are added in Quickbooks.  However, we do recommend creating and maintaining all your Customers, Suppliers and Price List Items in Tradify, as these automatically update Quickbooks when sending invoices through.

 

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