QuickBooks

https://quickbooks.intuit.com/

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)

A SmartAdvocate Integration user must be created in QuickBooks with full access. Customers in QuickBooks must match plaintiffs in SmartAdvocate. If the QuickBooks Integration is unable to find an exact match of plaintiff name, a new customer will be created by the QuickBooks Integration in QuickBooks and you might end up with two of the same customers.

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. The QuickBooks Web Connector can also be installed on the users workstation.

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  

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.

QUICKBOOKS INTEGRATION QUESTIONNAIRE

1. Please provide the QuickBooks Company file full network path.

2. Please advise of the name of the Expense account that will be used for bills created by the SmartAdvocate QuickBooks Integration as a default Expense account. The SmartAdvocate QuickBooks Integration will try to match the SmartAdvocate disbursement types with the list of existing accounts in QuickBooks. If there is no match then the “default” account will be used. It should be an account that is already exists in QuickBooks.

3. Please advise how are customers (plaintiff’s) created in QuickBooks? There are three options for Case Number location. You will need to provide us a screen shot with a sample of how your customers are created in QuickBooks. (i.e., Case Number stored in the Job field, Case Number followed by Customer Name, e.g., 1234 John Smith or Customer Name followed by Case Number, e.g., John Smith 1234)

4. 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.

5. 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.

6. 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.

7. 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)

8. Please specify the name of the QuickBooks Account Payable that will be used for bills coming from SmartAdvocate. If none is specified, the default QuickBooks account will be used.

9. 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)

10. Please choose and provide us the Plaintiff Name pattern for customers within QuickBooks. Name parts placeholders are %FN = first name, %MN = middle name, %MI = middle initial, %MIP = middle initial with period, %LN = last name, %PR = prefix.

Here are our available formats:

1. %FN %LN (Plaintiff First Name-Plaintiff Last Name – John Brown)

2. %FN %MI %LN (Plaintiff First Name-Plaintiff Middle Initial-Plaintiff Last Name – John Q Brown)

3. %FN %MIP %LN (Plaintiff First Name-Plaintiff Middle Initial-Plaintiff Last Name – John Q. Brown)

4. %FN %MN %LN (Plaintiff First Name-Plaintiff Middle Name- Plaintiff Last Name – John Quincy Brown)

5.  %PR %FN %LN (Prefix Plaintiff First Name-Plaintiff Last Name – John Brown)

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

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

8. %PR %FN %MN %LN (Prefix Plaintiff First Name-Plaintiff Middle Name- Plaintiff Last Name – Mr. John Quincy Brown)

9. %LN, %FN (Plaintiff Last Name-Plaintiff First Name– Brown, John)

10. %LN, %FN %MN (Plaintiff Last Name-Plaintiff First Name-Plaintiff Middle Name – Brown, John Quincy)

11. %LN, %FN %MI (Plaintiff Last Name-Plaintiff First Name-Plaintiff Middle Name – Brown, John Q)

12. %LN, %FN %MIP (Plaintiff Last Name-Plaintiff First Name-Plaintiff Middle Name – Brown, John Q.)

13. %PR %LN, %FN (Prefix Plaintiff Last Name-Plaintiff First Name – Mr. Brown, John)

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

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

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

17. %LN, %PR %FN (Plaintiff Last Name- Prefix Plaintiff First Name – Brown, Mr. John)

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

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

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

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. 

Note:

1. 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.

2. QuickBooks expenses are matched (if configured) to SmartAdvocate Disbursement types.

3. 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: