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Accounting System Native Integration

Quentin Curteman
Updated

Table of Contents

  1. Table of Contents
  2. Introduction
    1. Purpose
    2. Audience
    3. Prerequisites
    4. Overview
  3. Available Accounting Systems
  4. Initial Setup
  5. Data Types & Sync Criteria
    1. Overview
    2. Assay
      1. Sync Direction
      2. Sync Trigger Criteria
      3. Existing Assay Link Criteria
      4. How to Create a new Assay in the Accounting System from QBench
      5. How to Update an Assay in the Accounting System from QBench
      6. How to Delete an Assay in the Accounting System from QBench
    3. Customer
      1. Sync Direction
      2. Sync Trigger Criteria
      3. Existing Customer Link Criteria
      4. How to Create a new Customer in the Accounting System from QBench
      5. How to Update a Customer in the Accounting System from QBench
      6. How to Delete a Customer in the Accounting System from QBench
    4. Invoice
      1. Sync Direction
      2. Sync Trigger Criteria
      3. Existing Invoice Link Criteria
      4. How to Create a new Invoice in the Accounting System from QBench
      5. How to Update an Invoice in the Accounting System from QBench
      6. How to Delete an Invoice in the Accounting System from QBench
      7. Limitations
    5. Invoice Item
      1. Sync Direction
      2. Sync Trigger Criteria
      3. Existing Invoice Item Link Criteria
      4. How to Create a new Invoice Item in the Accounting System from QBench
      5. How to Update an Invoice Item in the Accounting System from QBench
      6. How to Delete an Invoice Item in the Accounting System from QBench
      7. Limitations
    6. Payment
      1. Sync Direction
      2. Sync Trigger Criteria
      3. Existing Payment Link Criteria
      4. How to Create a New Payment in the Accounting System from QBench
      5. How to Update a Payment in the Accounting System from QBench
      6. How to Delete a Payment in the Accounting System from QBench
      7. How to Create a New Payment in QBench from the Accounting System
      8. How to Update a Payment in QBench from the Accounting System
      9. How to Delete a Payment in QBench from the Accounting System
      10. Advanced Behaviors
    7. Invoice Payment
      1. Sync Direction
      2. Sync Trigger Criteria
      3. Existing Invoice Payment Link Criteria
      4. How to Create a New Invoice Payment in the Accounting System from QBench
      5. How to Update an Invoice Payment in the Accounting System from QBench
      6. How to Delete an Invoice Payment in the Accounting System from QBench
      7. How to Create a New Invoice Payment in QBench from the Accounting System
      8. How to Update an Invoice Payment in QBench from the Accounting System
      9. How to Delete an Invoice Payment in QBench from the Accounting System
  6. Use Cases
    1. Creating an Invoice and Applying Payments from QBench
    2. New QBench Implementation with a Pre-Existing Accounting System
    3. Existing QBench Implementation with a Pre-Existing Accounting System
    4. New QBench Implementation with no Pre-Existing Accounting System
    5. Existing QBench Implementation with no Pre-Existing Accounting System
  7. Accounting Systems Unique Specifications
    1. QuickBooks Online

Introduction

Purpose

This integration exists to integrate QBench with a wide range of popular Accounting Systems, creating a seamless experience keeping important Accounting information up-to-date.

Audience

Target audience is for anyone setting up and using the integration system in QBench.

Prerequisites

  1. You have created an Integration in QBench.
  2. You must have the Billing System enabled in QBench.
  3. You must have the Integration Module enabled in QBench.
  4. You must have one of the following Accounting Systems listed in the Available Accounting Systems section.

Overview

This article will describe the various requirements for the Accounting Sync to run in QBench, as well as describe any behaviors the Integration may have.

 

 

Available Accounting Systems

  1. QuickBooks Online

Initial Setup

  1. Have a Payment Template configured and active in QBench.
  2. Navigate to the "Configurations" tab on the Integration detail page and make sure all the fields have been filled out.

 

Data Types & Sync Criteria

Overview

QBench Data Type Normalized Accounting Data Type Sync Direction Sync Time
Assay Item QBench → Accounting System Hourly
Customer Contact QBench → Accounting System Hourly
Invoice Invoice QBench → Accounting System Hourly
Invoice Item Invoice Item QBench → Accounting System Hourly
Payment Payment QBench ↔ Accounting System Hourly
Invoice Payment Invoice Payment QBench ↔ Accounting System Hourly

 

Assay

Sync Direction

Assays will only sync from QBench to the Accounting System.

Sync Trigger Criteria

To trigger an Assay to be synced by the Integration System, the Assay must be related to an Invoice Item on an Invoice that has been updated/created since the last Integration run.

Existing Assay Link Criteria

  1. Assay must be associated to an Invoice.
  2. Assay must exist in both QBench and the Accounting System.
  3. Assay must have the same name.
  4. Assay name must be unique.

The Assay in QBench will be linked to the Item in the Accounting System next time the Integration runs.

How to Create a new Assay in the Accounting System from QBench

Not currently supported. You must create the Assay manually in QBench and the Accounting System and follow the Existing Assay Link Criteria to link them.

How to Update an Assay in the Accounting System from QBench

Not currently supported. You must manually update the Assay in QBench and the Accounting System.

How to Delete an Assay in the Accounting System from QBench

Not currently supported. You must manually delete the Assay in the Accounting System.

 

Customer

Sync Direction

Customers will only sync from QBench to the Accounting System.

Sync Trigger Criteria

To trigger a Customer to be synced by the Integration System, the Customer must be related to an Order with an Invoice that has been updated/created since the last Integration run.

Existing Customer Link Criteria

  1. Customer must be related to an Order that has an Invoice.
  2. Customer must exist in both QBench and the Accounting System.
  3. Customer must have the same name.
  4. Customer name must be unique.
  5. Customer must have a Primary Billing Contact in QBench.
    1. The Customer's Primary Billing Contact must have an email.
  6. Account in the related Accounting System must have a valid email saved.

The Customer in QBench will be linked to the Account in the Accounting System the next time the Integration runs.

How to Create a new Customer in the Accounting System from QBench

  1. Customer must be related to an Order that has an Invoice.
  2. Customer must have a unique name.
    1. The Customer's Primary Billing Contact must have an email.
  3. Customer must have a Primary Billing Contact in QBench.
  4. Customer must meet the Sync Trigger Criteria

The Customer in QBench will be created in the Accounting System the next time the Integration runs.

How to Update a Customer in the Accounting System from QBench

Not currently supported. You must manually update the Customer in QBench and the Accounting System.

How to Delete a Customer in the Accounting System from QBench

Not currently supported. You must manually delete the Customer in the Accounting System.

 

Invoice

Sync Direction

Invoices will only sync from QBench to the Accounting System.

Sync Trigger Criteria

To trigger an Invoice to be synced by the Integration System, the Invoice must have been updated/created since the last Integration run.

Existing Invoice Link Criteria

Not currently supported.

How to Create a New Invoice in the Accounting System from QBench

  1. Invoice must be related to a Customer that has been synced.
  2. Invoice must have at least one Invoice Item.
  3. Invoice must be in the `INVOICED` state.
  4. All Invoice Items must be associated to an Assay that has been synced.

How to Update an Invoice in the Accounting System from QBench

  1. Invoice must have been created by the Integration.
  2. Invoice must be related to a Customer that has been synced.
  3. Invoice must have at least one Invoice Item.
  4. Invoice must be in the `INVOICED` state.
  5. All Invoice Items must be associated to an Assay that has been synced.
  6. Invoice must have been saved since the last time the Integration was run.

How to Delete an Invoice in the Accounting System from QBench

Not currently supported. You must manually delete the Invoice in the Accounting System.

Limitations

  • We do not support Multi-Order Invoices as of now.

 

Invoice Item

Sync Direction

Invoices Items will only sync from QBench to the Accounting System.

Sync Trigger Criteria

To trigger an Invoice Item to be synced by the Integration System, the related Invoice must have been updated/created since the last Integration run.

Existing Invoice Item Link Criteria

Not currently supported.

How to Create a New Invoice Item in the Accounting System from QBench

  1. Add a new Invoice Item to an Invoice that has been synced.

How to Update an Invoice Item in the Accounting System from QBench

  1. Save the Invoice in QBench.

How to Delete an Invoice Item in the Accounting System from QBench

  1. Delete the Invoice Item from the Invoice in QBench that has been synced.
  2. Save the Invoice in QBench.

Limitations

  1. We currently do not support the following Invoice Items:
    1. Flat Surcharge
    2. Percent Surcharge
    3. Sub-Total
    4. Flat Discount
    5. Percent Discount
  2. Invoice Items must have a positive value.

 

Payment

Sync Direction

Payments are bidirectional and will sync from QBench to the Accounting System and vice versa.

Sync Trigger Criteria

To trigger a Payment to be synced by the Integration System, the Payment must have been updated/created since the last Integration run or an Invoice Payment must have been added/removed from the Payment.

Existing Payment Link Criteria

Not currently supported.

How to Create a New Payment in the Accounting System from QBench

  1. Create a new Payment in QBench.
  2. Payment must be related to a Customer that has been synced.
  3. The Accounting System "Transaction Date" field must be set.
    1. Note: This is defaulted to the Payment "Date" field.
  4. Payment must have at least 1 Invoice Payment applied to a previously synced Invoice.

How to Update a Payment in the Accounting System from QBench

  1. Save the Payment in QBench.

How to Delete a Payment in the Accounting System from QBench

Not currently supported.

How to Create a New Payment in QBench from the Accounting System

  1. Payment must be related to a synced Customer.
  2. Template ID must be configured in the Integration settings.

How to Update a Payment in QBench from the Accounting System

  1. Save the Payment in the Accounting System.

How to Delete a Payment in QBench from the Accounting System

Not currently supported.

Advanced Behaviors

  1. Since Payments are a bidirectional sync, the sync will update the payment using the most recently updated data. That is, if I update the Payment in QBench, and then later on the same day I update the Payment in the Accounting System, when the sync runs that night, it will use the data from the Accounting System to save.

 

Invoice Payment

Sync Direction

Invoice Payments are bidirectional and will sync from QBench to the Accounting System and vice versa.

Sync Trigger Criteria

To trigger an Invoice Payment to be synced by the Integration System, the related Payment must have been updated/created since the last Integration run or an Invoice Payment must have been added/removed from the Payment.

Existing Invoice Payment Link Criteria

Not currently supported.

How to Create a New Invoice Payment in the Accounting System from QBench

  1. Invoice Payment is created on a new or existing syncable Payment.
  2. Invoice that the Invoice Payment is being applied to must be synced.
  3. Invoice Payment amount cannot exceed the related Invoice's outstanding amount.

How to Update an Invoice Payment in the Accounting System from QBench

Not currently supported.

How to Delete an Invoice Payment in the Accounting System from QBench

Not currently supported.

How to Create a New Invoice Payment in QBench from the Accounting System

  1. Related Payment must be syncable.
  2. Related Invoice must be syncable.

How to Update an Invoice Payment in QBench from the Accounting System

Not currently supported.

How to Delete an Invoice Payment in QBench from the Accounting System

  1. Delete the Invoice Payment in the Accounting System.

The next time the Integration runs, the related Invoice Payment will be deleted in QBench.

 

 

Use Cases

Creating an Invoice and Applying Payments from QBench

  1. Create an Order in QBench
    1. The Order must be associated to a Customer that has been synced or are syncable with the Integration System.
    2. The Order must consist of Tests with Assays that has been synced or are syncable with the Integration System.
  2. Create a new Invoice and add the Order you created to the Invoice.
    1. Ensure that you have allowed QBench to auto create line items based on the Tests from the Order.
  3. Update the Invoice status to "INVOICED" and save the Invoice.

At this point, the next time the Integration System runs, the Invoice will be created in your Accounting System.

  1. Create a new Payment in QBench and make sure to select the same Customer you created the Order with.
  2. Add an applied payment to the Invoice you created.

The next time the Integration System runs, the Payment and the Invoice Payment will be created in your Accounting System.

 

New QBench Implementation with a Pre-Existing Accounting System

In this tutorial, we will go over how to get started with the Accounting System Integration given you have a pre-existing Accounting System that you would like to start using with a new QBench Instance.

Assays

  1. In QBench, navigate to the Assays list page and download the Assays Import Template excel file.
  2. In your Accounting System, export all the Service Items (or equivalent data type) that should map to an Assay in QBench.
  3. Combine the data exported from your Accounting System into the Assays Import Template.
  4. In QBench, using the Assays Import Template, import your Assays into QBench.

Customers

  1. In QBench, navigate to the Customers list page and download the Customers Import Template excel file.
    1. This file can be used to import Customers as well as Contacts into QBench.
  2. In your Accounting System, export all the Accounts (or equivalent data type) that should map to a Customer and Contact in QBench.
  3. Combine the data exported from your Accounting System into the Customers Import Template.
  4. In QBench, using the Customers Import Template, import your Customers into QBench.
  5. In QBench, navigate to each Customer and select which related Contact you would like to be your "Primary Billing Contact" on the "Contacts" tab.

Invoices

  1. Create an Order, Sample, and Test in QBench using one of the Assays you imported and one of the Customers you imported.
  2. Create a new Invoice in QBench and associate it to the Order you created.
  3. Set the Invoice status to "INVOICED" and save.

Payments

  1. Create a new Payment in QBench.
    1. Ensure you select the same Customer that was used to create your Order earlier.
  2. Apply some of the Payment to the Invoice you created earlier.

 

Done! The next time the Integration sync runs, your Customer, Assay, Invoice and Payments will be synced with your Accounting System.

 

Existing QBench Implementation with a Pre-Existing Accounting System

In this tutorial, we will go over how to get started with the Accounting System Integration given you have a pre-existing Accounting System that you would like to start using with an existing QBench Instance.

Assays

Follow the Existing Assay Link Criteria to ensure your pre-existing Assays and related Accounting System Items meet the link criteria.

Customers

Follow the Existing Customer Link Criteria to ensure your pre-existing Customers and related Accounting System Accounts meet the link criteria.

Invoices

  1. Create an Order, Sample, and Test in QBench using one of the Assays that meets the Assay Link Criteria and one of the Customers that meets the Customer Link Criteria.
  2. Create a new Invoice in QBench and associate it to the Order you created.
  3. Set the Invoice status to "INVOICED" and save.

Payments

  1. Create a new Payment in QBench.
    1. Ensure you select the same Customer that was used to create your Order earlier.
  2. Apply some of the Payment to the Invoice you created earlier.

Done! The next time the Integration sync runs, your Customer, Assay, Invoice and Payments will be synced with your Accounting System.

 

New QBench Implementation with no Pre-Existing Accounting System

In this tutorial, we will go over how to get started with the Accounting System Integration given you have a new Accounting System that you would like to start using with a new QBench Instance.

Assays

  1. Create an Assay in QBench.
  2. Create a matching Item (or equivalent data type) in your Accounting System with the exact same name.

Customers

  1. Create a Customer in QBench.
  2. Create a Contact in QBench and make sure the Contact has an email.
  3. Associate the Contact to the Customer in QBench.

Invoices

  1. Create an Order, Sample, and Test in QBench using the Assay you created.
  2. Create a new Invoice in QBench and associate it to the Order you created.
  3. Set the Invoice status to "INVOICED" and save.

Payments

  1. Create a new Payment in QBench.
    1. Ensure you select the same Customer that was used to create your Order earlier.
  2. Apply some of the Payment to the Invoice you created earlier.

Done! The next time the Integration sync runs, your Customer, Assay, Invoice and Payments will be synced with your Accounting System.

 

Existing QBench Implementation with no Pre-Existing Accounting System

In this tutorial, we will go over how to get started with the Accounting System Integration given you have a new Accounting System that you would like to start using with an existing QBench Instance.

Assays

  1. Export all Assays you plan to have synced with your Accounting System from the Assays list page in QBench.
  2. Import the Assays into your Accounting system.

Customers

  1. Ensure that your Customer's that you plan to have synced to your Accounting System have a "Primary Billing Contact" assigned on the Customer detail page > Contacts tab.

Invoices

  1. Create an Order, Sample, and Test in QBench with one of the Assays you imported into your Accounting System and one of the Customers you assigned a "Primary Billing Contact" for.
  2. Create a new Invoice in QBench and associate it to the Order you created.
  3. Set the Invoice status to "INVOICED" and save.

Payments

  1. Create a new Payment in QBench.
    1. Ensure you select the same Customer that was used to create your Order earlier.
  2. Apply some of the Payment to the Invoice you created earlier.

Done! The next time the Integration sync runs, your Customer, Assay, Invoice and Payments will be synced with your Accounting System.

 

Accounting Systems Unique Specifications

QuickBooks Online

  1. Invoice Items must have a positive value.
  2. Payment Account Type must be one of the following types:
    1. "Bank"
    2. "Other Current Asset"

 

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