QuickBooks Integration Overview for ActionFlow
The QuickBooks Integration eliminates double entry by exporting customer information, payments, and invoices. In addition, ActionFlow is occasionally used to track used, lost, or new slabs into QuickBooks inventory feature.
Setup and use of the integration is done in the QuickBooks Control Center.
To setup the QB Desktop Integration or the QB Online Integration work with your account manager in a 30 minute to hour long meeting to configure back-end settings, map your QuickBooks items to their ActionFlow items, and walk through a payment and invoice export. After the initial setup, ActionFlow queues records that need to be exported to QB based on actions in your process. Use the QB Control Center to review the queue and then export those records!
Ongoing customer support is available as needed and a troubleshooting guide is in the QB Control Center.
FAQS
What can be sent over to QB?
Quick books will look at ActionFlow and find the customer and payments that need to be exported. Here are the things that will trigger an export.
- Payments (If there's a payment, it will always create a customer)
- Invoice Export (Checkbox)
- Customer Export
- Estimate Export (Checkbox). We can only do this on the Desktop Version of QB.
Can ActionFlow export quotes to QuickBooks?
For QuickBooks online, no. For QuickBooks desktop, yes.
Can ActionFlow send customer details without an invoice?
Yes, provided there is an action with the name “Customer Export.” This is hard coded and must be called “Customer Export.” When the customer is sent over, the QB ID number is generated and can be found in the job details and the account (or whatever you have called this tab) details.
If a payment is exported, a customer (with their contact information) will automatically be created in ActionFlow.
What punctuation will cause an error upon being sent over if in the customer name?
A comma, an apostrophe, or parentheses.
How are ActionFlow items sent over to QuickBooks?
Behind the scenes, there are multiple cycles to the export. ActionFlow first looks at all Payments, Invoices, and Inventory Orders to see which Customers/Accounts are included. Then, it exports records to QuickBooks for the Customers/Accounts in the first pass. Once those are created, it goes through additional passes to actually add the Payments, Invoices and Inventory Orders.
If we try to add an Invoice, or Inventory Order record without a corresponding Customer record, it throws an error. A Payment export will create a Customer at the same time as the Payment.
Can ActionFlow export PO numbers or custom fields?
ActionFlow cannot export custom fields. ActionFlow can export PO’s, but it will not end up in the PO section of QuickBooks, but rather in the Memo Field.
What happens if I leave an item unmapped in my mapping?
It will automatically map to “ActionFlow," if there is an “ActionFlow” item in your QuickBooks Item List. If there is not an “ActionFlow” item, you will get an error and the invoice will not be sent over.
If a customer is attached to a dealer, will the address be the customer address or the dealer address?
If a customer is attached to a dealer, it will automatically attach itself to the dealer address. If you click “Bill to Customer” on ActionFlow, the invoice will come over attached to the customer’s billing address.
Can ActionFlow nest phased jobs together?
Yes, ActionFlow can nest phased jobs together.In order to do this, ensure that you have the BaseFieldName “IsPhased” and “Phase” in your job configurations.
Then, you will want to ensure that your phase checkbox and phase checkbox number are dragged over to the left of your job details. This will allow you to easily see if a job has been phased. Note: ActionFlow can nest through the use of the Phase Group Number, in this case PG#4053. This name cannot change or the nesting will not working.
Can ActionFlow nest multiple jobs under the same customer? Can ActionFlow nest customers under accounts/ dealers?
Yes, ActionFlow can nest multiple jobs under the same customer, and customers can nest under accounts or dealers. In order to set up the three tier hierarchies, you need the QuickBooks parent checkbox added in your job configurations and checked in the customer details.
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