Export Payments to QuickBooks Online

Overview

If you perform cloud-based accounting using QuickBooks Online and have integrated the accounting package with Simpro Premium, you can transfer customer payments from Simpro Premium to QuickBooks, or from QuickBooks to Simpro Premium.

To learn how to transfer payments between QuickBooks Online and Simpro Premium, see Transfer payments. To learn how to set up transferring payments between QuickBooks Online and Simpro Premium, see Adjust QuickBooks Online export options.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Accounting Link

Before performing the steps detailed below, ensure that this part of your build is set up correctly. The relevant steps to set up the features and workflows detailed in this article can be found here:

How to Set Up the QuickBooks Online Accounting Link

Your customer payment transactions have the following information exported from Simpro Premium into QuickBooks Online:

Payment No. This populates the Reference No. field in QuickBooks Online.
Date This populates the Payment Date field in QuickBooks Online.
Method This populates the Payment Method field in QuickBooks Online.
Deposit Account This populates the Deposit to field in QuickBooks Online.
Cheque No., Details, and Notes This information populates the Memo field in QuickBooks Online.

Each payment line in QuickBooks Online also contains the invoice number, the job number, and the amount.

To send a finance charge to QuickBooks Online ensure that a Finance Charge Account is mapped with QuickBooks. Learn more in How to Set Up Financial Defaults.

The first time a payment that includes a finance charge is sent to QuickBooks Online, a Service Item is created with the same Finance Charge Label that is used in Simpro Premium. All finance charges sent from Simpro Premium to QuickBooks Online are associated with this Service Item. Learn more in Use service items in QuickBooks Online.

Note that if a Service Item is renamed in QuickBooks Online, the Finance Charge Label in Simpro Premium must be renamed to match it. If it is not matched, a new Service Item is created the next time a finance charge is sent to QuickBooks Online.

When a payment with a finance charge is sent to QuickBooks Online, a new invoice is created in QuickBooks Online. This new invoice is created with the following information:

  • The invoice number contains the letters 'FC' followed by the payment number. For example, the invoice number may appear as 'FC12345'
  • The Date Issued is the date from the payment.

To successfully export customer, supplier, and contractor payment terms into QuickBooks Online, you need to have the correct matching terms set up in Profile > Settings > Banking > Payment Terms in their Simpro Premium card files:

Simpro Premium QuickBooks Online
Days from invoice date Standard payment method: due in a fixed number of days.
Days after EOM Date Driven payment method: due by a certain day of the month.

When you have set up payment terms, they export from Simpro Premium into QuickBooks Online in the following way:

Days from invoice date

This appears as 'Net [specified number of days]' in the Terms field in QuickBooks Online.

For example, if you have set a customer's payment terms to be seven days from the invoice date, this appears as 'Net 7'.
Days after EOM

This appears as 'EOM [specified number of days]' in the Terms field in QuickBooks Online.

For example, if you have set a customer's payment terms to be seven days after the end of the month, this appears as 'EOM 7'.
COD (cash on delivery) This appears as Due on receipt in the Terms field in QuickBooks Online, and the Due in fixed number of days option is set to zero.

If you have a customer, supplier, or contractor with a Days after EOM payment term set in Simpro Premium at over 31 days, the contact / transaction fails to transfer to QuickBooks Online.

If the Simpro Premium payment term does not exist in QuickBooks Online, then it is created in the accounting package at the time that the contact / transaction is being posted.