BMS-QuickBooks Desktop Integration


Introduction

This guide takes you through the process of BMS-QuickBooks desktop integration, step by step.


QuickBooks Versions Currently Supported

The latest QuickBooks 2022 version, 22.0, is not supported by BMS currently. We will support it by end of November for all users. The following versions of QuickBooks are currently supported:

    • 2021
    • 2020
    • 2019
    • 2018
    • 2017
    • 2016
    • 2015
    • 2014
    • 2013
    • 2012
    • 2011

If you are planning on upgrading or have been auto-upgraded, please submit a ticket to  https://helpdesk.kaseya.com/hc/en-us/requests/new. Our support engineers will provide you with a temporary fix by working with our Product teams.


Connecting to QuickBooks

To connect BMS to QuickBooks Desktop, you should have the QuickBooks Desktop Connector application. For a successful connection, the QuickBooks Desktop application must be started as Admin in single user mode.

If the QuickBooks Connector application was not started, it will prompt a warning.

qb-desktop-1.png

Once the application is connected, your will see the name of the QuickBooks Company which you are connected to on the top of the QuickBooks Desktop connector application.

qb-desktop-2.png

To approve the connection from a third-party application select “Yes, always, allow access even if the QuickBooks is not running”, then click Continue.

qb-desktop-3.png


Connecting to BMS

Next step is to connect the QuickBooks Desktop Connector application with your BMS account.

  1. Navigate to the Options > Authentication tab.

    qb-desktop-4.png
  2. Click the Connect button and provide the necessary information to connect.
    • Select the target BMS server

      qb-desktop-5.png

      qb-desktop-6.png
    • Specify the company you want to connect to.
    • Provide Username and Password.
  3. Once the connection is established, you will be able to see the connection status.

    qb-desktop-7.png

Setting up Default Options

For a successful synchronization between BMS and the QuickBooks Desktop application, it is recommended to setup some default options for the QuickBooks Desktop Connector application.

  1. Navigate to Options > Default tab.
  2. Setup necessary default options. The default options include the following:
    • Default Sales Income and Expense Account:
      • Applies to all items except Inventory Items;
      • The sync will use these defaults when the items being sent from BMS to QuickBooks Desktop application while exporting an invoice for example does not have an associated Income/Expense account.
    • Default Inventory Income Expense Account:
      • Applies to Inventory Items only.
    • Invoice Due Date:
      • This option provides the ability to dynamically set the due date when exporting invoices from BMS. Example of options: “7 Days from the invoice date”, “20th of the invoice month”, “Invoice generated date”.
    • Default Tax Codes:
      • Taxable and Non-Taxable codes.

        qb-desktop-9.png

Synchronize Items from QuickBooks to BMS

The QuickBooks Desktop Connector application provides the ability to load and export the following items to your BMS account:

  • Customers
  • Vendors
  • Items
  • Classes
  • Chart of Accounts

qb-desktop-10.png

Synchronizing Items from QuickBooks to BMS Account

  1. Select the item you want to synchronize;
  2. Click the Import button. A popup window will open.
  3. Select records from a grid.
  4. Select the target from the Import As dropdown.
  5. Click the Import button. The processing results of selected items starts.

    qb-desktop-12.png

Example of loading 'Chart of accounts' from the QuickBooks Desktop application and exporting it to BMS account.

qb-desktop-13.png

 

qb-desktop-14.png

 

qb-desktop-15.png

Exporting Invoices from BMS to QuickBooks Desktop

The QuickBooks Desktop Connector application provides the ability to load invoices from BMS which have Ready to Send or Sent status and has not been exported to QuickBooks Desktop yet.

The following options are provided:

  • Load All Invoices
  • Or Load Invoices based on a filter

qb-desktop-16.png

Sending Invoices from BMS to QuickBooks Desktop

  1. Select the All Invoiced or Filter Invoices option.
  2. Click the Load button for the invoices to be loaded.
  3. Select the invoices you want to be exported.
  4. Click the Process button.

    qb-desktop-17.png
    • The processing results of selected invoices starts.

      qb-desktop-18.png
    • Once the process is completed, you can filter and group the result to see the details and errors.

      qb-desktop-19.png

      qb-desktop-20.png

Data Mapping

Account Code

QuickBooks Entity: List > Chart of Account

BMS Field QuickBooks Field
Account Code Number
Account Name Account Name
Description Description
Account Type Account Type
Parent Account Sub account of


Product

QuickBooks Entity: Lists > Item List > Non-inventory Part

BMS Field QuickBooks Field
Product Name  Item Name/Number
Product Description Description of Sales Transactions
Expense Account  Expense Account 
Income Account Income Account
Requires Procurement (Yes/No) Non-inventory
SKU/Unique ID Manufacturer's Part Number

 

Work Type

QuickBooks Entity: Lists > Item List > Service

BMS Field QuickBooks Field
Work Type Name  Item Name/Number
Description Description
Income Account Account
Taxable Tax Code

 

Services

QuickBooks Entity: Lists > Item List > Service

BMS Field QuickBooks Field
Service Name Item Name/Number
Unit Price Sales Price/Rate
Description Description
Income Account Account
Taxable Tax Code

 

Expense Type

QuickBooks Entity: Lists > Item List > Service

BMS Field QuickBooks Field
Name Item Name/Number
Description Description
Income Account Income Account
Taxable Tax Code

 

Discount Type

QuickBooks Entity: Lists> Item List> Discount

BMS Field QuickBooks Field
Name Item Name/Number
Description Description
Income Account Account
Taxable Tax Code
Discount Type Amount or %
Value Amount or %

 

Tax Group

QuickBooks Entity: Lists > Item List > Sales Tax Group

BMS Field QuickBooks Field Notes
Name Group Name/Number  
Tax Rate Tax Item  
Description Description  
Group Rate Group Rate  
Related Tax Items Sub Tax Items Refer to Data Mapping

 

Tax Item

QuickBooks Entity: Lists > Item List > Sales Tax Item

BMS Field QuickBooks Field
Name Sales Tax Name
Tax Rate Tax Rate (%)
Description Description
Tax Agency Tax Agency (vendor that you collect for)

 

Accounts

QuickBooks Entity: Customer/Vendor

BMS Field QuickBooks Field
Account Customer/Vendor Name
Address Line 1 Address
Address Line 2 Address
City City
State State/Province
Post Code Zip/Post Code
Country Country/Region
Phone Number Main Phone
Fax Number Fax
Email Address (Billing Address Info) Main Email

 

Invoice

QuickBooks Entity: Invoice

BMS Field QuickBooks Field
Account Customer: JOB
Class CLASS
Invoice Date Date
Due Date Due Date
Tax Item Sales Tax
Total Price Total
Grand Total Balance Due
Address Line 1 Billing Address
Address Line 2
City
State
Country
Post Code
Note Memo

 

Invoice Item

QuickBooks Entity: Invoice Item

BMS Field QuickBooks Field
Item Name ITEM
Description Description
Quantity QTY
Unit Price Rate
Total Price Amount
Taxable Tax 
Class Class

 

Payment

QuickBooks Entity: CustomerPayment

BMS Field QuickBooks Field
Account Received From
Payment Date Date
Reference # Reference #
Payment Type PMT. method
Memo Memo
Invoice Number Number
Invoice Date Date
Amount AMT. Due

 

Vendor Bill

QuickBooks Entity: Bill

BMS Field QuickBooks Field
Vendor Vendor
Created on Date
Due Date Bill Date
Reference # Ref. No.
Amount Amount Due
Memo Memo

 

Reimbursements

QuickBooks Entity: Bill

BMS Field QuickBooks Field
Employee Vendor
Created on Date
Due Date Bill Date
Reference # Ref. No.
Amount Amount Due
Memo Memo

 

 

 

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Contact us