QuickBooks Connection

Rosemark’s QuickBooks interface allows you to automatically keep the data in both systems in sync, eliminating the waste and inaccuracy of double entry. With Employees and Customers up-to-date, you can generate QuickBooks payroll and billing information directly from Verified Shifts.

Connecting these two programs together can streamline your operations. However, it is very important to be aware that automatic synchronization between systems has the potential to be destructive to your data. 

**YOU SHOULD ALWAYS MAKE A BACKUP COPY OF YOUR QUICKBOOKS DATA FILE BEFORE SYNCHRONIZING. **

The Rosemark Scheduling System™ will automatically make a backup of its data before synchronizing, but you must initiate QuickBooks' backup utility yourself. 
Using Independent Contractors instead of Employees? No problem: Rosemark will sync your Contractors with QuickBooks' Vendors so you can pay them as well.

QuickBooks Online Edition
The instructions here are focused on the desktop version of QuickBooks, which is still much more common (and more full-featured) than the newer Online Edition. If you use the Online Edition of QuickBooks, there will be a number of things that work somewhat differently than the desktop version. Carefully review the QuickBooks Online Edition section to see these differences.

Hosted QuickBooks Pro
If you are interested in the functionality of QuickBooks Pro, but the accessibility of QuickBooks Online, there is the option of a hosted QuickBooks. Typically the hosting is done by a third party provider and allows users to access their company file from the web.  If this third option interests you, give us a call and we can recommend hosted services for QuickBooks Pro that integrate well with Rosemark- 734-662- 3537.

Overview
Before Using the QuickBooks Connection
Preparation Checklist
Initial Connection
Synchronizing
Exporting Invoices
Exporting Shifts
Quick Guides
QuickBooks Online Edition

The QuickBooks Connection Window

• All QuickBooks Connection functions can be reached from the QuickBooks Connection window (an example is shown below). 
• From the main Rosemark window, click on File, QuickBooks Connection.
• The top part section contains buttons for initiating the main functions: 
  • Shift Export 
  • Customer Sync
  • Employee Sync  
  • Contractor Sync
• In the lower section there are a number of statistics about these and related functions, such as the dates and times of last synchronization of various items, the date through which Shifts have already been exported, export period settings, etc.
• Below the Important Note warning is a button which connects/disconnects with the QuickBooks company file, with the exact location of that file to the right.
• Finally the Status box shows the status of the QuickBooks Connection and the most recent processes it has completed.

Figure: QuickBooks Connection

Before Using the QuickBooks Connection
There are some steps to take before the first time you connect to QuickBooks from Rosemark Scheduling System™.
 

System Requirements

• You must be using QuickBooks Pro 2009 or later. This must be installed and running on the machine you wish to use, along with the Rosemark Scheduling System™. 
• You must also notify Shoshana Technologies that you wish to begin using it. There is no extra charge: we just want to make sure that you get the help you need getting to know and properly use this powerful data bridge. 
• In order to connect to QuickBooks, you must first download an additional QuickBooks program that provides the additional connection functionality. You can do this by going to the Downloads page on the Shoshana Technologies website and clicking on QuickBooks Connector Installer. 
• Once you have downloaded the file, run it to install the program. Here is a direct link to the QuickBooks Connection Installer.
   

QuickBooks Accounts

• First, you must setup matching accounts in both places. 
• To setup Accounts, from the main File > Configuration > select Accounts.
• There are two types of account that can be used for payroll: Expense and Cost of Goods Sold. If you already have an account setup in QuickBooks for handling Employee paychecks, use the same name and type of account here. 
• There is one type of account that can be used for billing: Income. As with the Employee Payroll, use the same name as you use in QuickBooks for creating invoices.
• Both the name and type of account used must be identical in both systems in order for Rosemark Scheduling System™ to find and properly communicate with QuickBooks data. 

**Note: it is possible to have more than one Account of each type. **

• When you go to synchronize data between the two, Rosemark will verify that you have the proper correspondence of accounts before proceeding. If not, it will warn you and display a list of missing accounts. You must correct this before you can proceed. 

Figure:  Accounts Set up for Quickbooks connection
 

Service Types

• Service Types in Rosemark have Pay Rates, which correspond with Payroll Wage Items in QuickBooks. These determine the level at which a Caregiver is paid for a particular Shift. 
• Similarly, Service Types in Rosemark have Bill Rates, which correspond to Service Items in QuickBooks. These determine the level at which a Customer is billed for a particular Shift. 
• To setup Service Types, click on File, Configuration, and select Service Types. For more detail on setting up your Service Types, see the section entitled Service Types.

Figure: Service Types Bill and Pay Rates Set Up

Pay and Bill Rate Changes

• Rosemark keeps a history of changes in Pay Rates, but QuickBooks keeps only the "current" rate for each Payroll Wage Item (likewise with Bill Rates and Service Items). 
• This is significant when you are dealing with a situation where rates have changed but some "straggler" Shifts have not been paid during the normal pay cycle. 
• If rates have changed in the interim, you may need to re-visit these Shifts in QuickBooks and set them back to the old rates before proceeding with payroll or billing. 

Preparation Checklist

• Connecting with QuickBooks involves getting two completely separate systems (Rosemark and QuickBooks) to communicate properly and agree with each other. 
• We recommending starting by reading as much of the QuickBooks Connection section of the User's Guide as you can, especially Before Connecting to QuickBooks. 
• Here we provide a set of checklists to simplify the setup process. The first list applies to all uses of the QuickBooks Connection. The others may be optional, depending on what you want to accomplish. 

All Uses

1. Inform Shoshana that you wish to begin using the QuickBooks Connection, so we can enable that function for you. We can also answer questions and help you understand the components of this process. 734-662-3537
2. Download and run the QuickBooks Connection Installer.
3. Ensure that you have setup and are using Service Types for all active Services.
    

Payroll only

• In Rosemark

1. In File > Configuration >  Accounts, fill in the Account that is used for Payroll. The name must match what is in QuickBooks exactly. See Accounts.
2. In File > Configuration > Service Types. The date of pay rates should be on or before the date of the earliest shift you want to produce paychecks for. For more detail on setting up your Service Types, see the section entitled Service Types.
3. Decide whether you want Social Security numbers, Hire Dates and/or Birth Dates to be synced (we will set those options for you)

**Note: if you want information about the Client, Service and Service Item on each Shift to be included, you must also complete the steps for doing Billing, shown below**

• In QuickBooks

1. Ensure that you have enabled Time Tracking. You can find this setting under Edit, Preferences, Time Tracking, Company Preferences.
2. Go through your Employee List and ensure that each active Employee's name matches what you have in Rosemark (Jane Doe is NOT the same as Jane Q. Doe).
    

Billing only

• In Rosemark

1. In File > Configuration > Accounts, fill in the Account that is used for processing payments from your customers. The name must match what is in QuickBooks exactly. See Accounts.
2. In File > Configuration > Service Types. The date of bill rates should be on or before the date of the earliest shift you want to produce invoices for. For more detail on setting up your Service Types, see the section entitled Service Types.
3. Ensure that each active Service has a Payment Obligation with a Customer (it is that Customer that will connect to the Customer in QuickBooks).
4. Ensure that each Payment Obligation has a Bill Rate. If you set the default in the Service Types that will flow through to each corresponding Payment Obligation.  Rates that are not the same as the default need to be set on the Payment Obligation directly.

• In QuickBooks

1. Go through your Customer List and ensure that each Customer:Job has firstName/lastName (NOT just the Customer Name) and that each active Customer's name matches the Customer you have in Rosemark (Jane Doe is NOT the same as Jane Q. Doe). 
2. THIS IS NOT ALWAYS OBVIOUS! The part that must match is the First Name, Middle Initial and Last Name, found in the Address Info tab when you are editing the Customer. This is not necessarily the same thing as the Customer Name field that is in the list.

Initial Connection

• QuickBooks must be running, with the Company file that you wish to use open (for most users, there is only one data file). 
• Subsequently, you will not need to open QuickBooks first: Rosemark will know which data file (Company) to use.
• With QuickBooks open on your active Company data file, open the QuickBooks Connection window from the File menu and click on Connect. 

Figure: Initial Connection

• A dialog box will come up asking you to confirm the connection. It is a good idea to look at this carefully: it shows the exact location of the data file you currently have open. Be sure that it is the right data file before clicking on Yes. 

IMPORTANT: Unless you have disabled SSN syncing and Pay Rate updates, you must indicate that Rosemark should be allowed to access SSN and other personal data. 

• This is a small checkbox on the QuickBooks dialog box, and it’s very easy to miss. 
• If you do miss it, you can change this setting within QuickBooks by clicking on Edit, Preferences, Integrated Applications, Company Preferences. Here you should see a list of applications and whether they are allowed access. Click on Rosemark Scheduling System, then click on Properties. Be sure that "Allow this application to access this company file" and "Allow this application to access Social Security Numbers..." are both checked. 
• Immediately after you click “Yes, Always”, you will get a confirmation dialog with a lot of text. Just click Yes to proceed.
• If you wish to have the QuickBooks personal data option disabled, see Modify Syncing Options.

Figure: Allowing access to QuickBooks