Quickbooks Integration Set Up

What It Does

QuickBooks integration connects SignTracker with QuickBooks (Online or Desktop) to streamline financial processes, including invoicing, payment tracking, and reporting.

Video: QuickBooks Options
Help Center Articles: QuickBooks Integration 

Why It’s Important

• Simplified Accounting: Automatically sync job data with your accounting software, reducing manual entry.
• Accurate Financial Records: Ensures real-time updates to invoices, payments, and client records.
• Time Savings: Eliminates duplicate workflows by linking two essential systems.

How It Helps

• Enhances accuracy by minimizing human errors during manual entry.
• Improves cash flow management with up-to-date invoicing and payment tracking.
• Provides better financial insights through unified reporting.

Step-by-Step Instructions

QuickBooks Online Integration

Integrating QuickBooks Online with SignTracker ensures seamless financial management by automatically syncing customers, invoices, and sales data. Follow these steps to connect your accounts and maintain accurate financial records.

Step 1: Set Up QuickBooks Online Integration

1. Log in to SignTracker and navigate to Settings > Integrations > QuickBooks Online.
2. Click Connect to QuickBooks.
3. Sign in using your QuickBooks Online credentials.
4. Authorize the connection to grant SignTracker access to your QuickBooks data.

Step 2: Sync Data & Configure Preferences

1. After connecting, configure your sync preferences:
   • Customer Sync: Choose whether to import customer data from QuickBooks into SignTracker.
   • Invoice Sync: Enable automatic invoice creation in QuickBooks when jobs are closed in SignTracker.
2. Click Save Settings to finalize your integration.

Step 3: Manage Synced Data

• Once integrated, any new customers added in SignTracker will automatically sync to QuickBooks.
• When a contract is marked as sold in SignTracker, the customer details and contract information will be transferred to QuickBooks.
• Ensure that contacts, sales tax information, and other financial data are consistently synced to avoid duplicate entries.

QuickBooks Desktop Integration

Integrating QuickBooks Desktop with SignTracker allows for seamless financial data management, including syncing customers, invoices, and payment statuses. Follow these steps to set up the integration properly and ensure a smooth data transfer.

Step 1: Prepare Your System

• Ensure QuickBooks Desktop is installed on your computer.
• Make sure the QuickBooks Web Connector tool is enabled.

Step 2: Set Up Integration in SignTracker

1. Log in to SignTracker and navigate to Settings > Integrations > QuickBooks Desktop.
2. Download the configuration file provided (.qwc file).

Step 3: Configure the QuickBooks Web Connector

1. Open QuickBooks Desktop and the Web Connector tool.
2. Click Add an Application and select the downloaded .qwc file.
3. Enter your SignTracker credentials when prompted.
4. Define your sync preferences, such as syncing customers, invoices, and payment statuses.
5. Run the Web Connector to manually trigger the sync.

Step 4: Access Integration Videos & Support

• Get Help & Resources:
  • Reach out via the Support widget in SignTracker for assistance.
  • Search for "QuickBooks Integration" in the chat tool to find additional instructional videos.

Pro Tips

• Timing of Integration: Integrate as soon as possible to ensure smooth data transfer and avoid double entries.
• Impact on QuickBooks: If you stop using SignTracker, you can simply disconnect the integration. Any transferred data remains in QuickBooks.

• Sync Frequency: For QuickBooks Desktop, schedule regular syncs via the Web Connector to keep data current.
• Data Cleanup: Ensure customer names and job IDs are consistent in both systems to avoid duplicates.
• User Access: Restrict QuickBooks access to admins to maintain financial data security.
• Test the Connection: After setup, run a test sync with a sample job to verify that data flows correctly between systems.

Common Troubleshooting Tips

1. Error: Data Mismatch
   • Cause: Customer names or IDs differ between SignTracker and QuickBooks.
   • Solution: Update names in both systems to match exactly.
2. Error: Connection Failed
   • Cause: Network or login issues.
   • Solution: Reconnect to QuickBooks and verify your credentials.
3. Invoices Not Syncing
   • Cause: Missing invoice settings in integration preferences.
   • Solution: Revisit sync settings and enable invoice syncing.