QuickBooks Integration

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Import Quickbooks Items into FrameReady

QuickBooks sees items as individual items that can be inventoried and detailed on an invoice.  FrameReady details this on your invoices and does all of the inventory work for you so it is not necessary to use QuickBooks for more than bookkeeping purposes.  As such, FrameReady doesn’t refer to these as items, but as QuickBooks Categories.  

What kind of Categories should you have in QuickBooks?

The very basic items should cover the main types of categories that you offer on invoices in FrameReady.  This will vary business to business, but the most common you should expect to see are:

  • Custom Framing

  • Labor

  • Retail Products

Almost every shop should have these three to begin with, but you may also require additional categories such as:

  • Shipping

  • Classes

  • Artwork / Gallery Products

  • Printing

  • Deposits

  • Consignment

It is recommended that you have as small of a list as possible because you will need to scroll through a list of categories to assign the correct one to each line item on an invoice before it can be pushed.  The larger the list, the more complicated it will be.

Speciality Categories That Your Business Requires

Does your business work with Tax Exempt individuals? Do you offer individual percentage discounts on line items on your invoices? Do you prefer to use a FrameReady’s Deposit Invoice when taking a deposit from a client?  These require additional categories to be created in QuickBooks to ensure that you are completing your Dictionary and explaining how to properly create the pushed invoice in QuickBooks. Without these categories, your invoices will be created without line item percentage discounts and appropriate Tax Exempt, causing your invoices not to match FrameReady and balances to be owed by clients when they are properly paid off.  

Tax Exempt Categories

To properly have Tax Exempt categories, you should create matching categories that are specifically labeled in QuickBooks as Tax Exempt.

For example, while Labor and Shipping may be created as tax exempt so that when those categories are added to an invoice in QuickBooks, QuickBooks knows not to apply tax to those line items.  If you work with businesses or organizations that have Tax Exempt numbers regularly, then create a “Tax Exempt Custom Framing” or “Tax Exempt Artwork” category and ensure that they are specifically labeled as Tax Exempt in QuickBooks.  

For more details, review Show Tax Exempt QuickBooks Item on an Invoice

Discount Categories

These will actually be imported into FrameReady and then hidden as they should not be selected for any line item on your invoice.  Discount items are made in QuickBooks to provide QuickBooks a definition for a percentage discount that will appear on an invoice.  

For more details, review Add Percentage Discounts to Invoices

Deposit Categories

Do you prefer to use FrameReady’s Deposit Invoice rather than creating the main invoice when taking a deposit from a client?  If that’s the case, it will be important for you to ensure that you have a specific category for Deposits to ensure that when the deposit invoice is pushed to QuickBooks you can quickly see what the purpose of the invoice is. 

For more details, review Apply Deposits to Final Invoices when Pushing to QuickBooks

Importing QuickBooks Categories into FrameReady

  1. Begin by entering the QuickBooks Integration Setup window.  Follow the instructions here Accessing QuickBooks Setup

  2. Select the Categories Tab from the left navigational tabs.  

  3. Click the Import All Items from QuickBooks button.

  4. It should be expected to take a few moments to several minutes depending on how much information you will be importing into FrameReady.  

Keeping Your QuickBooks Information Up to Date in FrameReady

Important! Please be aware that you are required to manually push information into FrameReady from QuickBooks.  If you make any changes to the information it is mandatory that you then remove all updated records and reimport the information from QuickBooks.  Importing without removing records will not update records.  FrameReady will only import new records that have been added since the last update, leaving the other records otherwise untouched.

For more information about this process see: Remove and Update Records from your Quickbooks Integration


 

 

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