Please follow the instructions outlined below. Once QuickBooks is installed and configured, please complete our QuickBooks Integration Questionnaire QuickBooks Integration Questionnaire

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:

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.

You can download the installer https://smartadvocate.atlassian.net/wiki/download/attachments/457736281/qbfc13_0installer.zip?api=v2

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.

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

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 located under accounts, classes or under any other section within QuickBooks.

The QuickBooks Customers in the customer center must use a naming pattern for all customers. All customers must have the same naming pattern. This will only apply to customers in QuickBooks 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 format combinations:

Plaintiff Name Pattern	Pattern Full Description	Example Name
%FN %LN	First Name Last Name	John Brown
%FN %MI %LN	First Name Middle Name Last Name	John Quincy Brown
%FN %MIP %LN	First Name Middle Initial Last Name	John Q Brown
%FN %MN %LN	First Name Middle Initial with Period Last Name	John Q. Brown
%PR %FN %LN	Prefix First Name Last Name	Mr. John Brown
%PR %FN %MI %LN	Prefix First Name Middle Name Last Name	Mr. John Quincy Brown
%PR %FN %MIP %LN	Prefix First Name Middle Initial Last Name	Mr. John Q Brown
%PR %FN %MN %LN	Prefix First Name Middle Initial with Period Last Name	Mr. John Q. Brown
%LN, %FN	Last Name, First Name	Brown, John
%LN, %FN %MN	Last Name, First Name Middle Name	Brown, John Quincy
%LN, %FN %MI	Last Name, First Name Middle Initial	Brown, John Q
%LN, %FN %MIP	Last Name, First Name Middle Initial with Period	Brown, John Q.
%PR %LN, %FN	Prefix Last Name, First Name	Mr. Brown, John
%PR %LN, %FN %MN	Prefix Last Name, First Name Middle Name	Mr. Brown, John Quincy
%PR %LN, %FN %MI	Prefix Last Name, First Name Middle Initial	Mr. Brown, John Q
%PR %LN, %FN %MIP	Prefix Last Name, First Name Middle Initial with Period	Mr. Brown, John Q.
%LN, %PR %FN	Last Name, Prefix First Name	Brown, Mr. John
%LN, %PR %FN %MN	Last Name, Prefix First Name Middle Name	Brown, Mr. John Quincy
%LN, %PR %FN %MI	Last Name, Prefix First Name Middle Initial	Brown, Mr. John Q
%LN, %PR %FN %MIP	Last Name, Prefix First Name Middle Initial with Period	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 SmartAdvocate file number must be associated to the customer within QuickBooks. There are three options for Case Number location within QuickBooks.

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 which display the customer naming pattern and case file number.

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 or shared amongst all plaintiffs.

When transferring data from QuickBooks to SmartAdvocate, if integration is unable to find a match for contact/customer from QuickBooks, the integration can either 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 you will need to 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.

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:

A dedicated QuickBooks account is only needed if the WebConnector will be running automatically on the server. It does not require an extra QuickBooks license, just an account in QuickBooks.

For most clients, WebConnector is setup to run on the workstation along with QuickBooks (this is the preferred configuration), so it will be running under the user who is logged-in to QuickBooks and no dedicated user is needed in this case.”