For integrated accounting, Centerbase offers direct integration with QuickBooks Online through their API. Integration with QBO requires a few steps and some consideration to how the client will manage their data in QBO vs. Centerbase.
Connecting to QuickBooks Online
If the client has an existing account with QuickBooks Online, then they may connect it to Centerbase through the System Settings > QuickBooks page. Clicking icon opens an external QuickBooks login dialogue. There is only one connection login per Centerbase instance, so this account should have the necessary permissions to manage QuickBooks.
Once connected, users can check the Upon save always push to QuickBooks setting for payments which will push the payment to QBO upon creation. It is recommended that this setting is turned on to ensure the two systems are in sync.
The next step in setting up the integration will be to create a new Billing Code named Credit Memo (Class = None) which will be used for pushing credits to QBO. All other fee billing codes (including L and A codes) should have a Class = Time and Expense codes (including E codes) should have Class = Expense.
Before pushing anything to QBO, users should complete the settings configuration including the Fee Income, Expense Income and Expense accounts, plus the Credit Memo Item (which should be the Credit Memo billing code just created). Clicking the icon will sync all the billing codes in Centerbase with the Products and Services in QBO setting the associated fee income and expense income accounts as necessary.
Pushing Data to QuickBooks Online
Depending on the status of the client’s QuickBooks account (new to QuickBooks or current customers) you may need to adjust what we push in mass over to QuickBooks Online.
If the client does not have any A/R or payment data in QBO, then you may not need to push over anything as it will be pushed upon save of a new payment or updates to the invoice. On the other hand, the client may want all historical data pushed to QBO, in which case you will need to push everything.
Often, the client has been using QuickBooks already and already has data available in QBO. In this case, we only want to push over invoices that have an open balance not equal to the total invoice value (i.e. invoices that have received partial payments). We push these invoices over because there are payments that will come over with them, which may be duplicates if manually entered already into QBO. Before pushing anything, the client’s accountant should be involved to ensure everything is in balance upon completion of the sync. To ensure balance, the accountant will need to make adjusting entries to offset the duplicate payments created by the partially paid invoices.
Once everything is in balance, users should push any remaining open invoices (unpaid invoices) to balance A/R. Users may then begin creating new payments and pushing them to QBO using the checkbox in the upper right-hand corner of the payment dialogue. If the invoice that the payment is being applied to is not in QBO for whatever reason, this will also sync the invoice with QBO. There is a visual indicator on invoices, payments and clients to let the user know whether the record is fully synced with QBO.
- Red: Exists in Centerbase but does not exist in QBO
- Yellow: The record in Centerbase does not match the record in QBO
- Green: The record in Centerbase matches the record in QBO