User manual

1. Customers in QBO must be the plaintiffs in SmartAdvocate. If the SmartAdvocate accounting Integration is unable to find an exact match a new customer will be created by the accounting Integration in QBO (may end up with two identical customers).
   
   

2. Sub-customers in QBO creating or matching with SmartAdvocate Case numbers:This screenshot shows the created or matched plaintiff of 1017260 case number in QBO interface as customer Cool Cars with sub-customer whose name is the case number (Cool Cars:1017260). 

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The Working Process

After enabling SmartAdvocate Accounting Integration and authenticating with QuickBooks Online, сan do the following:

1. Automatic creation of a Bill in QBO after the creation of a Disbursement in SmartAdvocate.
   
   

   1. In the SmartAdvocate interface, after selecting a case in the left menu, need to click on the Disbursements menu item.
      
      

   2. On the Disbursements page click the Add Disbursement button to open a window with an interface for creating a disbursement.
      
      

   3. In the disbursement creation window, fill in all the required fields.It is necessary to fill Invoice Date, Amount, Status select Issue Check, Payee (contact with specified Name is required), Disbursement Type, Expense Account, select Clients. After filling in all the required fields, click the Save button.
      
      

   4. Make sure the Disbursement will be saved and added in the disbursement table.
      
      

   5. In QBO, as a result of synchronization, a Bill will be created with the same data (synchronization time depends on the DB Timer Interval parameter of the integration settings). The Bill can be found on the expenses page in QBO.
      
      

   6. After successfully creating Bill in QBO will be changed status of Disbursement in SmartAdvocate to Bill Received
      
      

   7. If need to change some disbursement data in SmartAdvocate, double click on the created Disbursement in the table and update the data in the edit window. After saving and synchronizing (may take some time, depending on settings), the data in current Bill will be updated in QBO as well.
      
      

   8. Also, if change the created Bill in QBO, the data will be updated in SmartAdvocate Disbursement.
      
      

   9. Payer, account, customers will be matched or created (depending on settings) during Bill creation.
      
      

2. Automatic creation of a Check in QBO after the creation of a Disbursement in SmartAdvocate.
   
   

   1. In the SmartAdvocate interface, after selecting a case in the left menu, need to click on the Disbursements menu item.
      
      

   2. On the Disbursements page click the Add Disbursement button to open a window with an interface for creating a disbursement.
      
      

   3. In the disbursement creation window, fill in all the required fields.It is necessary to fill Amount, Status select Print Check, Check Date, Payee (contact with specified Name is required), Disbursement Type, Expense Account, Bank Account, select Clients. After filling in all the required fields, click the Save button.
      
      

   4. Make sure the Disbursement will be saved and added in the disbursement table.
      
      

   5. In QBO, as a result of synchronization, a Check will be created with the same data (may take some time, depending on settings). The Check can be found on the expenses page in QBO.
      
      

   6. After successfully creating Check in QBO will be changed status of Disbursement in SmartAdvocate to Check Pending.

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1. If need to change some disbursement data in SmartAdvocate, double click on the created Disbursement in the table and update the data in the edit window. After saving and synchronizing (may take some time, depending on settings), the data in current Check will be updated in QBO as well.
   
   

2. Also, if change the created Check in QBO, the data will be updated in SmartAdvocate Disbursement.
   
   

3. Payer, account, customers will be matched or created (depending on settings) during Check creation.
   
   

1. Automatic creation of a Check in QBO after the creation of a Settlements with Distribution Check in SmartAdvocate.
   
   

   1. In the SmartAdvocate interface, after selecting a case in the left menu, need to click on the Negotiation/Settlement menu item.
      
      

   2. On the Negotiation/Settlement page, click the Add Settlement button. A window for creating a new Settlement will open.
      
      

   3. In the settlement creation window, fill in all the required fields. After filling, click the Save button to create the Settlement.
      
      

   4. Make sure the Settlement will be saved and added in the Settlements table.
      
      

   5. To create a Distribution Check, click the arrow button in the Settlements table, on the left side of the created Settlement. The checks table will open..
      
      

   6. Click the Add Check button, the Distribution check creation window will open.
      
      

   7. In the Add/Edit Check window, fill in all the required fields.It is necessary to select Distribution Check, fill Amount, Check Date, Expense, Status select Print Check, Payee (contact with specified Name is required). After filling in all the required fields, click the Save button.
      
      

   8. Make sure the Disbursement will be saved and added in the disbursement table
      
      

   9. In QBO, as a result of synchronization, a Check will be created with the same data (may take some time, depending on settings). The Check can be found on the expenses page in QBO.
      
      

   10. After successfully creating Check in QBO will be changed status of Disbursement in SmartAdvocate to Check Pending.

1. Automatic creation of a Disbursement in SmartAdvocate after the creation of a Bill in QBO.
   
   

   1. In the QBO interface, on the Expenses page, you need to click the New Transaction button, and then select Bill.
      
      

   2. A window for creating Bill will open. Need to fill the required fields and click the Save and Close button when completed.It is necessary to fill Vendor, Mailing address, Bill date, Category, Amount, Customer with Sub-customer (SA Case number). After filling in all the required fields, click the Save and Close button.
      
      

   3. Make sure the Bill will be saved and added in the Expenses table.
      
      

   4. In SmartAdvocate, as a result of synchronization, a Disbursement will be created with the same data (may take some time, depending on settings). The Disbursement can be found on the Disbursements page in SmartAdvocate.

   5. Bill and Disbursement are linked and updates are supported in both directions.
      
      

2. Automatic creation of a Disbursement in SmartAdvocate after the creation of a Check in QBO.
   
   

   1. In the QBO interface, on the Expenses page, need to click the New Transaction button, and then select Check.

1. A window for creating Check will open. Need to fill the required fields and click the Save and Close button when completed.It is necessary to fill Payee, Bank Account, Mailing address, Payment date, Category, Amount, Customer with Sub-customer (SA Case number). After filling in all the required fields, click the Save and Close button.
   
   

2. Make sure the Check will be saved and added in the Expenses table.
   
   

3. In SmartAdvocate, as a result of synchronization, a Disbursement will be created with the same data (may take some time, depending on settings). The Disbursement can be found on the Disbursements page in SmartAdvocate.Status of Disbursement - Check Pending.
   
   

4. Check and Disbursement are linked and updates are supported in both directions.

1. Creation Bill Payment in QBO and change the status of Disbursement.
   
   

   1. In the QBO interface on the Expenses page, need to click on the small arrow in the Action cell in the Bill row and select Mark as paid.
      
      

   2. A window for creating a Bill Payment will open. It is necessary to check the correctness of filling in the required fields and the checked checkbox in the Bill. Click the Save and Close button when completed.The status of the linked Disbursement depends on the bank/credit account. After saving it will be changed to Check Pending for Bank account and Paid with Credit Card for credit card accounts.
      
      

   3. Make sure the Bill Payment will be saved and added in the Expenses table.
      
      

   4. In SmartAdvocate, as a result of synchronization, relative Disbursement will change status to Check Pending or Paid with Credit Card.

2. Print Check in QBO and change the status of Disbursement.

1. In the QBO interface on the Expenses page, need to click on Bill Payment or Check for an open editing window. Click the Print check button at the bottom of the window.
   
   

2. A window for Print Checks will open. Make sure what checked checkbox in the Bill Payment or Check row. Click the Print and Preview button when completed.
   
   

In SmartAdvocate, as a result of synchronization, relative Disbursement will change status to Check Printed.