Connect QuickBooks

What the QuickBooks connection does, what you need before you start, and how to connect, send, and disconnect.

Connect Barton Forge to QuickBooks Online so your jobs show up in your books without retyping them. You run the job in Barton Forge. Barton Forge sends the customer, an invoice, and each payment to QuickBooks.

#What it does

• One way. Barton Forge sends to QuickBooks. Nothing comes back. A change you make in QuickBooks doesn't show up in Barton Forge.
• Customers. The customer on the job, with their phone, email, and the job address.
• Invoices. One invoice per job, numbered like the job (J-12).
• Payments. Each payment you record, on the day it came in, put toward that invoice.
• On its own. Once you're connected, a job goes over when you change its price, log a visit, or record a payment. You can also tap Send to QuickBooks any time.

The full list of what goes over, and what doesn't, is on What goes to QuickBooks.

#What you need

• QuickBooks Online. Any plan that makes invoices. QuickBooks Desktop doesn't work.
• The owner's Barton Forge sign-in. Only the business owner can connect, send, or disconnect. Helpers don't see QuickBooks.
• A QuickBooks sign-in that can connect apps. Usually the QuickBooks company's admin.
• An income account in QuickBooks. Every invoice line uses an item named Services. If you don't have one, Barton Forge makes it the first time it sends and puts it on your first income account. New QuickBooks companies already have one.
• Your sales tax set up in QuickBooks, if you charge it. Barton Forge sends no sales tax. Invoices go over marked not taxable.

#Connect

1. Tap your photo in the top corner, then Settings.
2. Tap QuickBooks.
3. Tap Connect QuickBooks. QuickBooks opens.
4. Sign in to QuickBooks. If you have more than one QuickBooks company, pick the one for this business.
5. Tap Connect (QuickBooks may say Allow). You come back to Barton Forge.
6. You'll see Connected to and your QuickBooks company's name.

Took too long on the QuickBooks screen? You'll see That QuickBooks sign-in timed out. Tap Connect QuickBooks and try again.

#See it on the job

Once QuickBooks is connected, the owner sees one line under a job's money that says where it stands:

• Saving to QuickBooks… right after you tap Save, Record payment, Mark as paid, or Complete visit.
• Saved to QuickBooks with the day and time, once it's there.
• Goes to QuickBooks once it has a payment or a balance due. on an open job with no payment yet.
• Didn't reach QuickBooks. with the reason and an Open QuickBooks link.
• Not in QuickBooks yet. if it's taking a while. Tap Open QuickBooks, then Send to QuickBooks.

Helpers don't see this line, but their payments go to QuickBooks too.

#How QuickBooks works

Tap the ? next to QuickBooks at the top of the screen for How QuickBooks works. It explains the automatic sends, what Send to QuickBooks is for, which jobs go, what goes over and what stays in Barton Forge, with an example at the bottom.

#What went to QuickBooks

Once you're connected, Sent in the last 30 days shows how many Customers, Invoices, and Payments went to QuickBooks in the past month. New customers count once; an invoice counts when it's sent or updated. A payment you took back with Undo last payment isn't counted.

Recently sent lists the last 5 jobs that went over, like J-12 Fence repair with the customer and the time. Tap one to open the job.

#Send to QuickBooks

Jobs go over on their own as you work. Send to QuickBooks is a catch-up: it sends any job that changed and isn't in QuickBooks yet, like jobs from before you connected, or a send that didn't go. Most of the time the automatic sends already did it, so you'll see Everything is already in QuickBooks. That's the answer you want.

1. Open QuickBooks in Settings.
2. Tap Send to QuickBooks.
3. You'll see how many went, like Sent 3. 0 did not go., then what that send put in QuickBooks, like This send: customers 1, invoices 3, payments 2. Or Everything is already in QuickBooks.

One tap sends up to 10 jobs. If you see More to send. Tap Send to QuickBooks again., tap it again until it says everything is there. Last sent shows the last time Barton Forge sent.

The first time you connect, tap Send to QuickBooks to send the jobs you already have.

A job that didn't go shows under Didn't reach QuickBooks with the reason. See Fix QuickBooks problems.

#Disconnect

1. Open QuickBooks in Settings.
2. Tap Disconnect QuickBooks, then Disconnect QuickBooks again to be sure.

Barton Forge stops sending. Customers, invoices, and payments already in QuickBooks stay there. Nothing is deleted in Barton Forge either.

Connect again later to the same QuickBooks company and Barton Forge picks up where it left off, without sending the same things twice. Connect to a different QuickBooks company and Barton Forge sends your jobs to that one from the start.