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Integrating with QuickBooks

An Overview

NetHelpDesk can be used to create sales invoices in QuickBooks for:

  • Services (e.g. Time entered onto a request by a Technician)
  • Items (e.g. Any chargeable goods/units, such as hardware or software)
  • Recurring Billable Items (e.g. antivirus renewals, domain name hosting etc.)
  • Fixed Price Contracts (e.g. Your Customer pays a fixed amount for service you provide)

If you would like to get NetHelpDesk to produce an invoice directly in QuickBooks, you must install the Intuit foundation class libraries.

Installation of QB Interface files (MANDATORY)

MANDATORY STEP: To use QuickBooks integration, please download and install the following onto every PC/Server that will be used for syncing with QuickBooks:

US/CA & UK Versions from 2008 onwards: www.nethelpdesk.com/qbfc6.zip

Australian and New Zealand versions from 2008 onwards: www.nethelpdesk.com/qbfc10.zip

Now that these are installed, NetHelpDesk can now communicate with your version of QuickBooks.

In the following steps, we have used the sample company file from QuickBooks Pro 2012 of a Landscape Gardening Company, and imported the sample data into an empty NetHelpDesk database.

Once you understand these simple steps, you can move forward into more advanced features of the integration.

QuickBooks Data Sync/Import Wizard

(For Customers who wish to import data from QuickBooks into an empty database)

If you have details in QuickBooks that you would like to import into a blank database used by NetHelpDesk, you can use the Data Sync/Import Wizard.

The following data from QuickBooks can be imported:

Customer Name, Customer Addresses, Customer Telephone Number, Customer Domain Name (for incoming e-mail matching). Customer Accounts ID, Service Items, Non-Service Items.

PLEASE NOTE: This process can be used for the initial data import, as well as an on-going synchronisation. This part of the integration is Read Only, and will only read the data from QuickBooks and import into NetHelpDesk. It doesn’t write any of the above data back into QuickBooks at any time.


To carry out an import/sync:

  1. Make sure you have QuickBooks open and running on the same PC as NetHelpDesk. The first time you carry out a QB sync, QB must be logged in as an administrator in order to grant NHD the proper access rights
  1. Go to N > Setup > Main Configuration > Billing.
  1. Check Use QuickBooks for Invoice Processing checkbox
  1. Select the version of QuickBooks being used from the drop down menu.
  1. Click Sync Customers/Items from 3rd Party Accounts button.
  1. NetHelpDesk will ask if OK to import Customers and Items from QuickBooks / Sage. Click Yes.
  1. QuickBooks will ask for what permissions to give NetHelpDesk to access the QuickBooks data. Select as necessary.
  1. The number of items processed from the Items List in QuickBooks will display.
  1. NetHelpDesk will ask you “Would you like to set Customer address details in NetHelpDesk to the address details in QuickBooks”. Select as necessary.
  1. The number of customers processed from QuickBooks will display.
  1. NetHelpDesk will ask you “When adding actions in NetHelpDesk, do you need to be able to select a QuickBooks Service item for the time to be billed against?” Select as necessary.
  1. The number of Service items processed from QuickBooks.
  1. In the following steps, if you do not intend to use these charge rate codes, select an Accounts ID you know has a zero rate.
  1. NetHelpDesk will now ask you to Choose Item to use for Periodic/Contract Charge. Select as necessary.
  1. NetHelpDesk will now ask you to Select Accounts ID for the charge rate code: Remote Support.
  1. NetHelpDesk will now ask you to Select Accounts ID for the charge rate code: On-Site Support.
  1. NetHelpDesk will now ask you to Select Accounts ID for the charge rate code: Remote Support.
  1. NetHelpDesk will now ask you to Select Accounts ID for the charge rate code: Travel.
  1. NetHelpDesk will now ask you to Select Accounts ID for the charge rate code: Mileage.
  1. Import is now complete. However, please read to the end of the section.

PLEASE NOTE: In the unlikely event you encounter any errors, or screens do not appear as you expect, please contact out support team. There is a high probability it will take just minutes to fix.

  1. Make sure on the Billing tab, in the Tax Codes section, that the last column QB Tax Code matches the codes in QuickBooks Sales Tax Code List. If not, manually edit these. Click OK.
  1. If your Customer list does not display straight away, you may not have a main screen refresh set. Change the current view to another filter selection, and then back to By Client/Site.

PLEASE NOTE: If there is an e-mail address against the Customer, the domain name is now mapped across to the site incoming domain field (used for matching unknown users from that company.

Understanding How NetHelpDesk Invoices in QuickBooks

In the following example, there are 2 ways to display the information we enter in a QuickBooks Invoice:

a) Grouping Request Actions by Charge Rate, or

b) Creating an Invoice Item per action.

By default, NetHelpDesk groups Request Actions together by Charge Rate.

i.e. If you have 10 actions against a request, and you only have 5 charge rates specified, e.g. On Site Support, Remote Support, Travel, Mileage and Miscellaneous, the most lines you will have in your QuickBooks invoice against a request is 5 (one for each charge rate used). If you only used 3 charge rates in the request, the most you will have are 3 lines in your QuickBooks invoice, and so on.

To create an Invoice Line item per action, go to N > Setup > Main Configuration > Billing and select the Create Invoice Line Items per action checkbox. Click OK.

Understanding Where Information on QuickBooks Invoice is pulled from in NetHelpDesk

Pay As You Go

Quickbooks 1

Quantity

Number of Hours and Minutes in Action

Open up a Request > Add an Action > Add Action Note > Add Hours and Minutes Taken > Select applicable charge rate > Click OK.

Quickbooks 2

Item Code

QuickBooks Item Code

N > Setup > Main Configuration > Billing > Global Charge Rates (Amounts, Descriptions and 3rd Party Accounts Item Codes) > Select a Charge Rate from the list > Edit Charge Rate Description > 3rd Party Accounts ID:

Quickbooks 3

Description

Information on line item.

N > Setup > Main Configuration > Billing > Global Charge Rates (Amounts, Descriptions and 3rd Party Accounts Item Codes) > Select a Charge Rate from the list > Edit Charge Rate Description > 3rd Party Accounts Desc:

Quickbooks 4

String Variables for Billing in NetHelpDesk with QuickBooks

$FaultID

Request Number

$Symptom

Request Summary

$Symptom2

Request Details

$Clearance

Closure Note

$AssignedTo

Technician Assigned to Request

$DateOccured

Date Request Logged (incorrect spelling valid)

$DateCleared

Date Request Closed

$username

End user name

$faultid

Request ID number

$actionnote

Action note

$actiontech

Technician who added note

$actionstarttime

Time action logged in 24HR format, e.g. 14:00

$actionduration

hrs:mins entered against the action, e.g. 1:30

$actionendtime

Time action finished in 24HR format, e.g. 15:30

$crlf

Puts carriage return, to start a new line.

Price Each

Price of 1 whole unit.

N > Setup > Main Configuration > Billing > Global Charge Rates (Amounts, Descriptions and 3rd Party Accounts Item Codes) > Select a Charge Rate from the list > Edit.

Quickbooks 5

Fixed Price

Quickbooks 6

Quantity

Number of Billing Period Units. Usually 1 for Fixed Price Billing.

Item Code

QuickBooks Item Code

N > Setup > Main Configuration > Billing > Accounts ID Codes > Item Code to use for Periodic / Contract Charge :

Quickbooks 7

Description

Information on line item.

N > Setup > Main Configuration > Billing > Accounts ID Codes >Periodic Charge Description .

Price Each

Price of 1 whole unit

Right click on Customer > Edit Customer > Billing Details Tab > Add Contract > Period Charge Amount.

Quickbooks 8

Recurring Billing

Quickbooks 9

Quantity

Number of Billing Period Units.

Right click on Customer > Edit Customer > Recurring Billing Tab.

Quickbooks 10

Item Code

QuickBooks Item Code

Items > By Device Type > Recurring Items > Right click on group > New Item > Accounts ID

Description

Information on line item.

Items > By Device Type > Recurring Items > Right click on group > New Item > Main Description

Price Each

Price of 1 whole unit

Right click on Customer > Edit Customer > Billing Details Tab > Add Contract > Period Charge Amount.

Quickbooks 11

Creating Invoices from NetHelpDesk in QuickBooks

Now that you have your Customer and Item details in NetHelpDesk, let’s produce a sample invoice with some actions with time, and some items issued, so you can see information from a NetHelpDesk request being injected in a QuickBooks invoice.

Creating a Sample Request to Invoice

  1. Choose a Customer, and create a New Request in NetHelpDesk against one of the users, e.g. Right click on a User’s Name, and select New Request.
  1. Make a note of the Customer you have used, as this will be needed later.
  1. Add a Summary for the call, and some brief Details, and click Add Request.
Quickbooks 12
  1. Add some actions, maybe 2 or 3, against the request, and associate a different charge rate for each one.
Quickbooks 13
  1. Add a few Items as well to the Items Issued tab.
Quickbooks 14
  1. Now Close the Request, add some closure Notes, and some final time.
  1. The request will disappear from the main screen, as NetHelpDesk assumes that no further Technician action is necessary. If you need to review, use the main screen filter by clicking on the green + button in the top right hand corner of the main screen.
  1. Now that a request has been created, you will want to see what NetHelpDesk does with the data. So, now we run a standard Billing and Invoice Routine.

Standard Billing and Invoicing Routine with Quickbooks

PLEASE NOTE: This routine injects information straight away into QuickBooks. Select a “Trial Run” if you want to test everything is ok first, which will not update QuickBooks.

  1. Click Billing in the main screen.
  1. Click Accounts Interface.
  1. Any errors that appear will be directly linked to the setup. You will need to read the messages, and follow their instructions.
  1. The Accounts Interface and Create Invoices Selection Screen will appear.
Quickbooks 15

- Select what the invoice creation is for. It can be one, several, or all, depending on your requirements.

- Update database choice allows you to choose whether to run a test trial run of the processing, which will produce the billing report for you to check. Alternatively, you can update the database of QuickBooks with the data in NetHelpDesk. If you need to review all transactions before running a test, it is recommended to have a review process in place. See relevant section of this guide.

- Choose which Clients to bill, and by default, it will select All Clients. If you have existing data in NetHelpDesk from an import, NHD will not know what has been billed previously, and what has not. Please speak with our Support team to guide you through this process.

- Sync to the 3rd Party Accounts checkbox is the last check to ensure you’re happy to go ahead.

  1. Click OK. NetHelpDesk will then ask if ok to continue. Click Yes.

PLEASE NOTE: QuickBooks will need to be running for the transactions to synchronise.

  1. “OK to Process: X Accounts Transactions?” Click Yes.
  1. Reminder to have QuickBooks running now in order for it to work. Click OK.
  1. NetHelpDesk will then confirm the number of transactions processed successfully. Click OK.

PLEASE NOTE: If any transactions are not processed correctly for any reason, view the log file to see errors. These errors are usually regarding missing information, and easily resolved. Speak with the support team to guide you through these.

  1. If all ok, you do not need to view the log file now, so click No. Your sample invoice is now in QuickBooks.

Our software is available on multiple platforms...

NetHelpDesk is available on a range of devices with industry-leading functionality available throughout.

  • Windows Phone

    Windows Phone

  • Android

    Android

  • iPhone

    iPhone

  • BlackBerry

    BlackBerry

  • Tablets

    Tablets

  • Windows

    Windows

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