Overview: Tips on setting up your QuickBooks Zap.

Supports the following versions of QuickBooks:

Cloud
Zapier integration

Preface

If you use QuickBooks to manage your accounts you can save duplicate re-typing by sending invoices and customers to QB from Tudodesk. This saves your team and business money and improves the accuracy of the information stored across both applications.

Setting up a Tudodesk to QB link is relatively straightforward but requires some preplanning before you get started.

Questions to ask before you get started.

Are you already using Tudodesk and manually entering invoices in QB when jobs require payment?
Do you need to import your QB customers into Tudodesk?
Do you charge Sales Taxes, and will you need to map specific sales tax codes in Tudodesk to QB, or are all sales one rate?
Do you have varying specific payment terms? Will you need to map those payment terms in Tudodesk to QB?

Are you already using Tudodesk and manually entering invoices in QB when jobs require payment?

If this is the case, you will have your customer data in two locations; QB and TD. This may mean that customers appear in both apps. It may well be that this data is not entirely consistent.

The ZAP that creates Invoices will do a look-up to see if the customer in Tudodesk exists in QB. To do this look-up, Zapier uses either the Display Name in QB or the email. We advise you use Display Name. You should ensure Tudodesk has an exact copy of the Display Name, so this look-up can take place. We suggest you edit the company name in TD to match the Display Name in QB. The most effective way of doing this is to export the customers from TD, export the customers from QB and use a spreadsheet to map the Display Name from the QB sheet into the Organization field in TD. Once you have done this, you can re-import your list into Tudodesk, and we will re-sync your customers.

Do you need to import your QB customers into Tudodesk?

If you have a new account and what to get your customers in QB into TD, then you should perform an Import. The first step is to export the customers from QuickBooks: read this article here.

When you do this:

Export the Display Name in QB as the Organization name in TD.
The shipping columns will need to be merged into one single Shipping address column. Separate address lines with a comma.
The payment terms must match those in Tudodesk see chart below.

Do you charge Sales Taxes, and will you need to map specific sales tax codes in Tudodesk to QB, or are all sales one rate?

If you charge sales taxes, an essential step in the set-up process will be to ensure that Tudodesk uses the same tax rates as QB. This is important as the ZAP will need to transfer your product, service charges, and the tax rate and amount for each item. It also needs to make sure that those rates correspond to the correct tax accounts in QB.

Use the NTX0 tax code in TD for exemption.
Add a new rate for such as your sales tax or state tax code (make this the default tax rate)
Make sure that customers are set up to use the correct tax rates in TD. If you are importing new or old data, you can use the Tax Exempt option in the CSV file to designate those exempt customers and those that use your Default tax rate.
In your Zapier ZAP, use a look-up table to map tax codes from TD to those in QB.

Do you have varying specific payment terms? Will you need to map those payment terms in Tudodesk to QB?

In the same way as mapping tax codes, you will also need to think about Payment terms. If you are importing data, you can set up the individual payment terms for customers or QB. You should also set up the default terms in Tudodesk, so any imported customers adopt those terms.

In your Zapier ZAP, use a look-up table to map payment terms from TD to those in QB.

Bonus tip

A final consideration is how you send invoices from TD into Zapier. It would seem the solution to create an invoice in TD and send it to QB for payment. This is perfectly acceptable but not the easiest solution.

You may also use the JOB board to automate the Invoice creation in QB. This solution entails sending the JOB data, not an invoice and replicating that data as an Invoice in QB. Perfectly acceptable and one of the cool ways you can harness our platform.

How you decide on which approach to take will depend on your business type and when customers pay.

If you send invoices from TD to customers and they pay online over the counter: Automate paid invoices into QB after the event.
If you create jobs in TD and invoices in QB, send JOBS from TD into QB as an Invoice.