QuickBooks® Integration

QuickBooks® Desktop Edition

Tip: OfficeClip Add-In for QuickBooks supports QuickBooks Pro 2005 professional edition or higher. QuickBooks must be installed on the computer where the connector is installed.

Locating QuickBooks Company File

Locating Company File

Select the QuickBooks data file on this machine.
Click on the Browse button to locate the QuickBooks company file.

Clicking on the Next button displays the OfficeClip Login screen.

Tip: The Reset All Data button brings back the OfficeClip Connector for QuickBooks to its initial state. Once done all the information (including QuickBooks file name) will need to be entered again.

If you were accessing the QuickBooks Desktop company file for the first time, the screens below appear.

Accept Certificate

Click on the Continue... button.

Confirm To Proceed

Click on the Yes button to proceed.

Access Confirmation

Click on the Done button.

QuickBooks Online Edition

OfficeClip connector for QuickBooks can also be used to communicate with the online edition of QuickBooks.

Connecting QuickBooks Online

Connecting Online

Select QuickBooks Online
Click on the Next button

Set up Connection

Click on the Set up a company! To create new company file.
Click on the Set up connection! To establish a connection with existing company file.

When Set up Connection! button is clicked...

Connection Setup Interview

Click on the Proceed to Login Page button.

Online Login

Enter the Login Name, Password and click on the Log In button

connection setup interview 1

Click on the Continue button.

connection setup interview 2

Enter a Connection Name.
Click on the Continue button.

connection setup interview 3

Select the Access Rights for this connection and click on the Continue button.

Login Security Preferences

connection setup interview 4

The default option is Yes. Allow only these users to use this connection. Please refer to Session Ticket .
Click on the Create Connection button.

connection setup interview 5

If the option selected is Yes. Allow all company users to log in to use this connection Please refer to Session Ticket .
Click on the Create Connection button.

connection setup interview 6

If the option No. Anyone who can run OfficeClip QuickBooks Interface on this computer can use this connection is Selected, following screen appears.

please confirm

Click on the I still want to turn off login security button.
Click on the Create Connection button.

connection setup interview 7

Click on the Copy to Clipboard button.
Paste the Connection Key in Setup QuickBooks Online edition Connection screen.

setup connection 1

Click on the OK button.

After obtaining Connection Ticket, Please refer to OfficeClip Login.

Session Ticket

Tip: While creating new connection, In Login Security Screen, If the user selected option is “Yes. Allow only these users to use this connection” or “Yes. Allow all company users to log in to use this connection” then, The user must paste the ‘Session Ticket’ for each session in “Need Session Ticket” Screen displayed by QuickBooks.

session-ticket

Click on the Login to QuickBooks button.

enter credential

Enter Login Name, Password and click on the Log In button.

login security

Click on Copy to Clipboard button

need session ticket

Click on the OK button.

After Obtaining Session Ticket Please refer OfficeClip Login.

Changing Connection Preferences

Login to QuickBooks Online Edition Company file.

connection list 1

Click on the My Account.
Click on the Connection List.

connection list 2

Select the Connection from the Connections List.
Click on the Edit button.

connection list 3

Change Connection Preferences as required.
Click on the Save button.

OfficeClip Configuration

This section describes how to login to OfficeClip from the QuickBook Add-in

Login Screen

login to officeclip

Enter the web address of the OfficeClip login screen on the OfficeClip URL textbox.
1. OfficeClip login URL is in the format: http://site-address/officeclip/default.aspx. If you are using OfficeClip online it will be https://www.officeclip.com/default.aspx.
2. Click on the Test button next to the textbox for entering URL.
Enter your OfficeClip email id and password and click on the Next button.
When the user provides OfficeClip Login Information for the first time, the login screen will prompt you to select an Organization.

Select the Organization that you want to synchronize with the OfficeClip.

Tip: OfficeClip Add-In for QuickBooks does not provide any means to reset password, if you forget your OfficeClip password, you can reset it in the OfficeClip application.

Clicking on the Next button will take you to the Organization selection screen. OfficeClip can work with multiple organizations, select the organization in OfficeClip that you will use with QuickBooks.

Organization Selection

organization selection

Tip:

Select an Organization Screen is displayed when the user provides OfficeClip Login Information for the first time or after Reset All Data button is clicked.
Once you have set the Organization, you cannot change it unless you reset the data by clicking on Reset All Data button on the Login Screen.

Important: Save Login Data saves OfficeClip Login information so that you do not have to type it every time. Consider the security aspects before check-marking it.

Clicking on the Next button displays the Synchronization Options Screen.

Synchronization Options

This option allows selection of synchronization between OfficeClip and QuickBooks Pro 2005 (and higher) or QuickBooks Online Edition.

The following options are available:

Export Lists (Customers, Jobs, Employees, Service Items, and Payroll Items) from OfficeClip to QuickBooks.
Import Lists (Customers, Jobs, Employees, Service Items, and Payroll Items) from QuickBooks to OfficeClip
Export Time Sheets from OfficeClip to QuickBooks
Export Expenses from QuickBooks to OfficeClip
Reset Map Parameters

officeclip synchronization

Important: Selecting Reset Map Parameters option clears existing map and allows the user to Re-map the Items in OfficeClip with the corresponding Items from QuickBooks.

Exporting Lists to QuickBooks

This option allows exporting selected items (Customers, Jobs, Employees, Service Items, Expense Items and Payroll Items) from OfficeClip to QuickBooks company file.

Select the items to export from each list and click on the Next button.
Click on the Export button to export the selected items to QuickBooks company file.

Accounts and Projects

accounts and projects

Select Accounts and Jobs to export.
Click on the Next button.

Employees

employees

Select Employees to export.
Click on the Next button.

Service Items

service items

Select Service Items to export
Click on the Next button

Tip: When exporting Service Items, select the QuickBooks Financial Account from the Account Type drop down list.

Payroll Items

payroll items

Select Payroll Items to export
Click on the Export button

Tip:

When exporting Payroll Items, select QuickBooks Account Type and Wage Type from the corresponding drop down lists.
When QuickBooks Online Edition is selected, Export Payroll Items Screen is not displayed; this is because QuickBooks Online Edition does not support importing Payroll Items.

Exporting Time Sheets to QuickBooks

This option allows selection of Time Sheets to be exported from OfficeClip to QuickBooks Pro 2005 (or higher) or QuickBooks Online Edition.

exporting timesheet

Clicking on the Next button displays Map Parameters Screen.

Tip: For information on how to map parameters, please refer to Map Parameters.

After map completion or Clicking on skip button during map, Selecting Time Sheets screen is displayed.

Mapping Parameters

OfficeClip Connector for QuickBooks permits mapping of existing Customers, Jobs, Employees, Service Items, and Payroll Items in OfficeClip with corresponding Items in QuickBooks company data file.

Tip: Mapped Items are stored by the Add-in and remembered until the Reset Map Data button is clicked or the map is changed manually.

Selecting Mapped Items

selecting mapped items

Select an Item from OfficeClip List.
Select the corresponding map Item from QuickBooks List.
Click on the > button.

selecting mapped items 1

The resultant map is shown in Mapped Items list.
Click on the Next button.

Tip: Clicking on skip button at any time during Mapping, displays Selecting Time Sheets screen directly.

The following mapping screens are shown in sequence:

Map OfficeClip Accounts with QuickBooks Accounts
Map OfficeClip Projects with QuickBooks Jobs
Map OfficeClip Employees with QuickBooks Employees
Map QuickBooks Service Items with OfficeClip Service Items
Map QuickBooks Payroll with OfficeClip Payroll

Tip:

In Map Projects screen, Project Items are displayed only for the Accounts (a.k.a Customers) mapped at Map Accounts screen.
When QuickBooks Online Edition is selected, Map Payroll Items Screen is not displayed, since QuickBooks Online Edition does not support importing Payroll Items.

After map completion or Clicking on skip button during map, Selecting Time Sheets screen is displayed.

Deselecting Mapped Items

deselecting mapped items

Select an Item from Mapped Items list.
Click on the < button.

deselecting mapped items 1

Click on the Next button.

Tip: Clicking on Skip button at any time during Mapping, displays Selecting Time Sheets screen directly.

After map completion or clicking on the skip button during map, the Select Time Sheet screen is displayed.

Assigning Payroll Item

Tip: In a Time Sheet created for an Employee in OfficeClip, if PayrollItem is not selected, but the corresponding map of this Employee in QuickBooks requires Payroll Item to be assigned, then, after clicking on Synchronize button, OfficeClip Connector for QuickBooks displays Set Payroll Item screen and allows the user to select an option:

Not to export such Time Sheets.
Assign an existing PayrollItem in QuickBooks.
Create and assign a new PayrollItem in QuickBooks.

If Do not export such Time Sheets option selected, the time sheets where any payroll item is set will not be exported to QuickBooks.

do notexport

Click on the Synchronize button to export the Time Sheets.

If Select a Payroll option selected, The program allows you to select a default payroll that will be used for all the incoming items where the payroll item is not set.

select a payroll

Select an existing PayrollItem in QuickBooks from the dropdown list.
Click on the Synchronize button to export the Time Sheets.

If Create a Payroll option is selected, the program will allow you to create a default payroll item in QuickBooks where all the incoming time sheets for which the payroll item is not set will be stored.

create a payroll

Enter Payroll Full Name.
Select a QuickBooks Financial Account from Account Type dropdown list.

create a payroll 1

Select a QuickBooks Wage Type from Wages Type dropdown list.

create a payroll 2

Click on the Synchronize button to export the Time Sheets.

Selecting Time Sheets

selecting timesheets

On this screen there are two options:

If Transfer all Unexported Time Sheets option selected, the program will check for all previously exported time sheets and will not export them. Only new time sheet will be exported.

Transfer Unexported Time Sheets

transfer unexported

Select the Time Sheets to be exported from OfficeClip to QuickBooks Company file.
Click on the Synchronize button to export selected Time Sheets.

On the other hand if Transfer Time Sheets between Time Range you can also transfer Timesheet between two dates.

Transfer between two range

transfer between range

Select Date range
Click on the Next button

It then shows you all the time sheets and allows you to select from them.

select timesheet to export

Select the Time Sheets to be exported from OfficeClip to QuickBooks Company file.
Click on the Synchronize button to export selected Time Sheets.

Tip: The Time Sheets with status of Approved in OfficeClip Time Sheet List are only allowed to export.

If some of the Time Sheets in OfficeClip does not contain Payroll Items but QuickBooks requires them, in that case the Assign Payroll Item screen is displayed.

Exporting Expenses to QuickBooks

Exporting expenses are similar to exporting time sheets. The only difference here is that instead of mapping Service Items between QuickBooks and OfficeClip, the Expense Items are mapped. For more details please see Exporting Time Sheets to QuickBooks.