Latest updates from the Dubsado team
Originally posted: July 16th, 2020
Today we are releasing some awesome improvements to our Quickbooks Integration! With these upgrades, sending over invoices to your Quickbooks account becomes both easier and more reliable!
Getting started with connecting your Quickbooks account to Dubsado is largely the same. One key difference is that we have removed the toggle for Quickbooks Online Locale, or the setting for you to choose whether you are using a U.S. or Non-U.S. version of Quickbooks. This setting affected how taxes would need to be applied in Dubsado in order for an invoice to sync over. Our system will now automatically detect that same information right when you connect your Quickbooks account!
If you add tax to your line items in Dubsado, the invoice must have a QuickBooks tax code to sync with QuickBooks. This step is still necessary
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For example, the Quickbooks Tax for Burbank, CA creates 4 different Dubsado Tax items: CA State Tax, Los Angeles County Tax, Los Angeles County District Tax, and Burbank City District Tax. Collectively, these add to the 10.25% tax rate in Burbank.
In order for an invoice from Dubsado to sync to Quickbooks, any tax on that invoice will need to be a Dubsado Tax item created when Quickbooks was connected. When making an invoice, you can still apply a Quickbooks tax to your invoice the same you are currently! This method has you click on the "QuickBooks Tax Codes" button dropdown underneath the line items on your invoice and selecting which tax code you wish to apply.
In addition to this method, you can now apply the taxes directly on to your line items! When editing a line item, you can select which taxes you wish to apply directly in the tax section. The taxes created when you synced your Quickbooks account will appear on this list and are able to be applied to your line item!
This change my seem small but it has some big implications! Since the taxes can be applied directly onto the line items, you can now have the QuickBooks tax applied to Packages and any other template! This is especially useful for invoices that are created by proposals, schedulers, or recurring invoices and can ensure that these invoices are synced to Quickbooks right away!
We also made some pretty big changes to the Invoices page to help manage your all of your invoices as a whole! The first addition to this page is the new Date filter that will allow you to find all of the invoices whose invoice date falls within the entered date range.
The Invoice list gives information the specific parts of each invoice such as invoice date, payments made, and due dates of upcoming or missed payments, but will include information on the QB sync status more clearly.
This page will also show the sync status of each invoice within the brand if Quickbooks is connected. There are 4 different statuses for each invoice:
This page can be used to sync over invoices manually! If you have Quickbooks connected, you will see the "Sync Invoice" option and the "Sync Invoice and Payments" option in the action dropdown to the right of the Sync status.
New to this page is the option to sync information over to Quickbooks in bulk! You can use the checkboxes to the left of each invoice to select a group of invoices you wish to sync over. Once selected, the dropdown option in the header of this column will give you the option to sync over all of the selected invoices! There are options to just have the invoices brought over and to have the invoices brought over with any payments attached.
We will attempt to match Dubsado clients to Quickbooks clients when an invoice is synced over. If a new client in Dubsado makes a payment, we will now search that user's connected Quickbooks account to see if there is a QB client with the same email address. If there is a match we will sync the invoice to that client. If there are multiple Qb clients with the same email address, we will create a new client rather than choosing one or the other. In this scenario the user can manually make the newly created client a "sub-customer" of the correct QB client in your account
Previously, if there was an Quickbooks account in Dubsado, one of the suggested steps we would tell users would be to disconnect and reconnect their account. We found that doing so often fixed the issue but would sometimes create more issues in a user's account since we were not resetting the QB data within Dubsado.
In place of this, we added a Reconnect button to reset the connection between your Dubsado and Quickbooks accounts that will not remove any of the data. This Reconnect button will appear on the Quickbooks Integrations page when there is an error syncing an invoice to Quickbooks. If you encounter an error but do not see the reconnect option, please reach out to support and we will gladly help!
Note: If you do disconnect your Quickbooks account from Dubsado, any QB data in theDubsado will be completely removed. We only recommend this option if you are switching over to a new Quickbooks account. If you do so, you will need to go through the entire sync process over again for each invoice.