Advanced QuickBooks Config

QuickBooks is a comprehensive accounting system. Over time, some our our clients have requested we enhance our integration with special features. Because not all of these features would be desirable for every AffinityLive user, we have made them optional extras.

Sending invoices to the Customer + Job in QuickBooks

QuickBooks allows you to create a "Job" under a customer, where you can allocate invoices. These "Jobs" could also be thought of as sub-clients. If you enable this option in AffinityLive, we will push invoices into Jobs for a customer, rather than under the customer. Specifically:

• Project invoices will go into a job under the same name for the customer
• Retainer (aka Contract) invoices will go into a job under the same name for that customer.
• Issue invoices will go into a job named "Issues" for that customer

For example, if you have a project in AffinityLive called Corporate Website Redesign and you create an invoice from that project, the invoice will push a Job under that customer in QuickBooks with the same name.

Configuration

Simply select the Push job as sub-client option under the QuickBooks configuration settings.

Known Issues

For QuickBooks Desktop users, there is a limitation with pushing the data from AffinityLive to QuickBooks in 1 go:

If you create an invoice for a company in AffinityLive which was imported from QuickBooks, you will only have to run a sync inside QuickBooks once - this means the Customer:Job and invoice will sync through without any problems. However, if you invoice for a company that was created first in AffinityLive, then a little extra syncing is required:

1. Create the invoice as normal. You will see a notification in AffinityLive telling you the invoice was not fully push to QuickBooks.
2. Run the sync from the sync manager in QuickBooks. The Customer:Job will be created if it doesn't already exist.
3. In AffinityLive, edit and save the invoice (this triggers another push).
4. Run the sync inside QuickBooks again. The Customer:Job and invoice will now be up-to-date.