Connecting with QuickBooks Online
How to connect
The aim of the integration is to let you find your QuickBooks clients in Everhour, issue invoices for their hours and send it to your QuickBooks account.
Integrate Everhour with QuickBooks by going to your Account Settings > Integrations and clicking Add Integration button. After the authorization step, you will need to select your default parameter for Product/Service field. We will use them during the export of your invoices.
It is enough to establish a connection from one admin account and all other admins in your team will see QuickBooks connection.
At this moment we integrate with QuickBooks Online. We do not support QuickBooks Desktop or Self-Employed.
We will automatically sync all of your active contacts (clients) from QuickBooks. As a result, you don’t have to manage clients in several places anymore. We do not import clients you created in Everhour to your QuickBooks account, or match clients from both systems with identical names.
We sync the basic details on each client that you need to create an invoice, like name, business address, taxes, etc. We also periodically (not immediately) sync changes that you make to your client on the QuickBooks side.
|Business details||Company name / address / country / city / state.|
|Taxes||Default taxes you apply to all clients or a client custom tax.|
|Product/Service||We add your product or service to the invoice that you export from Everhour.|
|Archived clients||We ignore archived clients during initial sync. Later, when you archive a client in Quickbooks, we also archive it on the Everhour side.|
If you archive a client in Everhour, we don’t archive it in QuickBooks but simply move to our archived tab.
Set up client projects
We do not allow direct time tracking into a client and stick to a structure where you have a Client > Project > Task. The time that you report into tasks sums up under a project and project time sums up under a client.
This is why you should link projects after the client is imported in order to make an invoice. A project can be used only with one client, so if you linked it with an internal client before, you first unlink it from there and add to a new client.
Projects in Everhour can be Billable or Non-Billable (by default). Only billable time is counted when you generate an invoice. If a member reported time into a billable project, but his hourly rate is 0, the time will be considered as non-billable.
Billable time falls into further divisions: Invoiced (that you already have in a generated invoice) and Uninvoiced that has not been added to any invoice yet.
To sum it up, you need to open your QuickBooks client in Everhour and make its projects billable before creating an invoice.
Create, send and delete invoices
Open the Invoices tab or choose this tab under your client name to issue an invoice. This is where you can read about how to issue invoices.
When you hit Export to QuickBooks, we copy this invoice as a draft to your QuickBooks account. You can't edit it in Everhour any longer and should do it in QuickBooks from this moment on.
We sync and display the current invoice status, number, issue date and invoice amount on Invoices page after you make changes in QuickBooks. If you delete an invoice in QuickBooks, we will delete it from Everhour with the next sync.
We update changes on Invoices page, but not in your reports. Thus, there may be a discrepancy after you change the amount or member rate inside QuickBooks (bypassing Everhour).
|Taxes||We ignore all taxes that you set for a client in Everhour and add all taxes that you set in QuickBooks instead.|
|Customer / Client||+|
|Rate / (Unit Price)||+|
|Currency||use default QuickBooks currency|
If you delete an invoice in QuickBooks Online, it gets a "Deleted" Status in Everhour. To uninvoice its time, click on your invoice to find the button in the upper right-hand corner.