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Connecting OnTime with QuickBooks

OnTime can easily transfer invoices and payments into QuickBooks 2002 Pro and higher.

How to Export an Invoice to QuickBooks 2002 Pro or Higher

  1. Launch QuickBooks and open your company file. The file open in QuickBooks is the one that OnTime will connect with.
  2. Open OnTime Management Suite.
  3. Enter the Billing area in OnTime Management Suite and choose the Invoices list.
  4. Select one or more desired invoices from the list.
  5. Right-click the selected invoices and choose Post to QuickBooks.
  6. The resulting window will display a list of the invoices selected to transfer. Review the list, then click Send to QuickBooks.
  7. If you are prompted for permission to allow OnTime to communicate with QuickBooks, grant OnTime the necessary rights.
  8. Follow further onscreen prompts to successfully copy the information to QuickBooks.

OnTime keeps track of the invoices that are transferred to QuickBooks and will issue an alert if you try to send the same invoice more than once. You may always delete an invoice in QuickBooks to import it again from OnTime.

The invoice number in OnTime will be used as the invoice number in QuickBooks. You may override the invoice number once the invoice has been imported to QuickBooks.

OnTime requires that the company name of a customer exactly match the customer name in QuickBooks. If a match is not found, OnTime will create a new customer record. Keep the names of your customers consistent between OnTime and QuickBooks to minimize duplicates.

Line items in invoices must be assigned to an Item in QuickBooks. OnTime will create new services items in QuickBooks, corresponding to the name of your price sets in OnTime. If a service item does not exist in QuickBooks and OnTime creates it for you, the item will automatically be assigned to the "Other Income" account in QuickBooks. You may change an item to a different account in QuickBooks. QuickBooks should offer the option to retroactively assign transactions to the new account.

How to Export a Payment to QuickBooks

  1. Launch QuickBooks and open your company file. The file open in QuickBooks is the one that OnTime will connect with.
  2. Open OnTime Management Suite.
  3. Enter the Billing area in OnTime Management Suite and choose the Payments list.
  4. Select one or more desired payments from the list.
  5. Right-click the selected payments and choose Post to QuickBooks.
  6. The resulting window will display a list of the payments selected to transfer. Review the list, then click Send to QuickBooks.
  7. If you are prompted for permission to allow OnTime to communicate with QuickBooks, grant OnTime the necessary rights.
  8. Follow further onscreen prompts to successfully copy the information to QuickBooks.

OnTime keeps track of the payments that are transferred to QuickBooks and will issue an alert if you try to send the same payment more than once. You may always delete a payment in QuickBooks to import it again from OnTime.

The reference number in OnTime will be used as the payment number in QuickBooks. You can override the payment number once the payment has been imported to QuickBooks.

OnTime requires that the company name of a customer exactly match the customer name in QuickBooks. If a match is not found, OnTime will create a new customer record. Keep the names of customers consistent between OnTime and QuickBooks to minimize duplicates.

OnTime will automatically attempt to apply payments to invoices that are linked within OnTime. This process is subject to the applicable invoices existing in QuickBooks. Otherwise, the payment in QuickBooks will not be applied correctly.

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