INSTALLATION

This integration requires QuickBooks version 14 or newer. QuickBooks must be installed on the same server SmartAdvocate is installed. QuickBooks SDK 13.0 must also be installed on this server. Here is a link for instructions: (https://developer.intuit.com/docs/0200_quickbooks_desktop/0400_tools/quickbooks_desktop/download_the_sdk)

You must have the QuickBooks Web Connector installed. The QuickBooks Web Connector is a software application that runs on Microsoft Windows that enables specially designed web-based applications to exchange data with QuickBooks products. Please note the QuickBooks Web Connector (QBWC) is typically installed when QuickBooks is initially installed on the server. Please verify as some IT professionals may not perform a full install.

Kindly click the link below for instructions on downloading and installing the QuickBooks Web Connector:

https://developer.intuit.com/docs/0200_quickbooks_desktop/0100_essentials/quickbooks_web_connector

It is preferred that the QuickBooks Web Connector be installed and be running on the users workstation. If you are installing the web connector on the users workstation you must also have your IT professional configure Port 443 (or Port 80) on your server https://smartadvocate.atlassian.net/l/c/BkHN739r

QUICKBOOKS CONFIGURATION

A SmartAdvocate Integration user must be created in QuickBooks with full access.

The plaintiffs in SmartAdvocate must be customers in QuickBooks under the customers center. They cannot be accounts, classes or any other sections within QuickBooks.

The QuickBooks Customers in the customer center must have a naming pattern for all customers. All customers must use the same naming pattern. This will only apply to customers who are plaintiffs within SmartAdvocate.

SmartAdvocate uses name parts placeholders as follows %FN = first name, %MN = middle name, %MI = middle initial, %MIP = middle initial with period, %LN = last name, %PR = prefix.

Here are our available formats:

%FN %LN (Plaintiff First Name-Plaintiff Last Name – John Brown)
%FN %MI %LN (Plaintiff First Name-Plaintiff Middle Initial-Plaintiff Last Name – John Q Brown)
%FN %MIP %LN (Plaintiff First Name-Plaintiff Middle Initial-Plaintiff Last Name – John Q. Brown)
%FN %MN %LN (Plaintiff First Name-Plaintiff Middle Name- Plaintiff Last Name – John Quincy Brown)
%PR %FN %LN (Prefix Plaintiff First Name-Plaintiff Last Name – John Brown)
%PR %FN %MI %LN (Prefix Plaintiff First Name-Plaintiff Middle Initial-Plaintiff Last Name – Mr. John Q Brown)
%PR %FN %MIP %LN (Prefix Plaintiff First Name-Plaintiff Middle Initial-Plaintiff Last Name – Mr. John Q. Brown)
%PR %FN %MN %LN (Prefix Plaintiff First Name-Plaintiff Middle Name- Plaintiff Last Name – Mr. John Quincy Brown)
%LN, %FN (Plaintiff Last Name-Plaintiff First Name– Brown, John)
%LN, %FN %MN (Plaintiff Last Name-Plaintiff First Name-Plaintiff Middle Name – Brown, John Quincy)
%LN, %FN %MI (Plaintiff Last Name-Plaintiff First Name-Plaintiff Middle Name – Brown, John Q)
%LN, %FN %MIP (Plaintiff Last Name-Plaintiff First Name-Plaintiff Middle Name – Brown, John Q.)
%PR %LN, %FN (Prefix Plaintiff Last Name-Plaintiff First Name – Mr. Brown, John)
%PR %LN, %FN %MN (Prefix Plaintiff Last Name-Plaintiff First Name-Plaintiff Middle Name – Mr. Brown, John Quincy)
%PR %LN, %FN %MI (Prefix Plaintiff Last Name-Plaintiff First Name-Plaintiff Middle Name – Mr. Brown, John Q)
%PR %LN, %FN %MIP (Prefix Plaintiff Last Name-Plaintiff First Name-Plaintiff Middle Name – Mr. Brown, John Q.)
%LN, %PR %FN (Plaintiff Last Name- Prefix Plaintiff First Name – Brown, Mr. John)
%LN, %PR %FN %MN (Plaintiff Last Name- Prefix Plaintiff First Name-Plaintiff Middle Name – Brown, Mr. John Quincy)
%LN, %PR %FN %MI (Plaintiff Last Name- Prefix Plaintiff First Name-Plaintiff Middle Name – Brown, Mr. John Q)
%LN, %PR %FN %MIP (Plaintiff Last Name- Prefix Plaintiff First Name-Plaintiff Middle Name – Brown, Mr. John Q.)

If the SmartAdvocate QuickBooks Integration is unable to find an exact match, a new customer will be created by the SmartAdvocate QuickBooks Integration in QuickBooks and you might end up with two of the same customers.

The integration needs the file number associated to the customer within QuickBooks. There are three options for Case Number location.

The Case Number can be stored in the Job name.

2. The Case Number can be stored at the beginning of the Customer Name example 1234 John Smith

3. The Case Number can be stored at the end of the Customer Name example John Smith 1234

You will need to provide us a screen shot with a sample of how your customers are created in QuickBooks.

The integration can assign the bill to a primary plaintiff or to specific plaintiffs from the case. Your configuration can be set to assign all bills to the primary plaintiff

Please advise us if the integration should assign all bills and disbursement to the primary plaintiff or share the bills and disbursements amongst all plaintiffs in the same case.

When transferring data from QuickBooks to SmartAdvocate, if integration is unable to find a match for contact/customer from QuickBooks, should the integration assign all bills and disbursement to the primary plaintiff or share across all plaintiffs in the case.
If classes are used in QuickBooks to separate your case types, please provide the name of the classes with matches to your SmartAdvocate Case Groups. For example class in QuickBooks for Mass Tort would be mapped to SmartAdvocate case group Mass Tort and class for Single Event would be mapped to SmartAdvocate case group Personal Injury. When exporting bills from SmartAdvocate, the SmartAdvocate-QuickBooks Integration will try to match SmartAdvocate Case Types and Case Groups to existing QuickBooks classes. It will use a “default” if there is no match.
Please advise us if you will need a disbursement limit set for the amount allowed to be exported from SmartAdvocate to QuickBooks. If limit is to be set please provide the limit amount. (e.g., $1,000.00)
Please specify the name(s) of the QuickBooks Bank Account(s) from which checks and payments should be transferred to SmartAdvocate. (If none is specified, all checks from all accounts will be transferred to SmartAdvocate)

Upon completion and installation of the SmartAdvocate Integration component, we will schedule a screen share session with your QuickBooks Administrator (or staff member who has administrative QuickBooks access) to complete the SmartAdvocate QuickBooks Integration.

QUICKBOOKS INTEGRATION QUESTIONNAIRE

Provide the QuickBooks Company file full network path.
Naming pattern

Please provide the responses to the questions requested below in an email to the implementation team (Implementation@SmartAdvocate.com) and perform the configurations in QuickBooks according to the instructions below.

Note:

Data from QuickBooks to SmartAdvocate is loaded from the last update. The QuickBooks integration will attempt to update any information that was added or modified in QuickBooks to SmartAdvocate if the Web Connector was disabled temporarily for any reason.
QuickBooks expenses are matched (if configured) to SmartAdvocate Disbursement types.
We have a QuickBooks Disbursements Report under Reports > Financial Reports in SmartAdvocate. You are able subscribe to this report to receive information on the QuickBooks integration performance:

Kindly click the link below to watch our video for the QuickBooks integration:

https://recordings.join.me/0x_UrquGLk-t-TXrYfPWKQ

Please click the link below to download the QuickBooks Integration Instructions: