QuickBooks Integration

Connect QuickBooks Online to send your Sammy invoices straight into your books. When your client pays, in full or in part, and you record it in QuickBooks, Sammy updates the invoice for you.

Connecting to QuickBooks#

Click Settings in the sidebar and open the Integrations tab.
Find QuickBooks and click Connect.
Sign in to QuickBooks, pick your company and approve access.
You're brought back to Sammy, which shows the company you connected.

Settings also shows the Income account Sammy's invoices are posted to: your Sales account if you have one, otherwise Services. If your bookkeeper wants it somewhere else, pick a different account from the list. Changing it only affects invoices you send from then on; invoices already in QuickBooks stay where they were posted.

On your phone, if Sammy doesn't open again by itself after you approve, open Settings → Integrations and you'll see QuickBooks connected.

Teams: only an owner or admin can connect QuickBooks. Once it's connected, everyone in the team can send the team's invoices to it.

Sending an invoice to QuickBooks#

Open the invoice.
Tap Actions and choose Send to QuickBooks.

Sammy then:

Finds your customer in QuickBooks by their email (or their name), or adds them if they're new.
Creates the invoice with your Sammy invoice number, issue date and due date. Each line goes across with its own description, quantity and price on one product called Sammy Services, so your Products & Services list doesn't fill up.
Adds GST at your country's rate using your QuickBooks GST tax code, or GST free when the invoice is GST exempt.

The invoice page then shows a QuickBooks card with the QuickBooks invoice number. Tap View in QuickBooks to open it there.

A few things to know:

Sending to QuickBooks doesn't send the invoice to your client. A Draft stays a Draft in Sammy. Send it to your client from Sammy as usual, so reminders and receipts keep working.
Paid or cancelled invoices can't be sent. QuickBooks would record them as owing.
Your GST goes across as Sammy worked it out, so the totals match. Now and then, for example when the invoice has a discount, QuickBooks works GST out line by line instead and its total can be a cent or two different. If it differs, Sammy shows you both totals.
Already keyed it into QuickBooks? If QuickBooks already has an invoice with the same number for the same customer, Sammy links to it instead of making a second one.
Number already taken: if QuickBooks has a different invoice with the same number, Sammy won't send it. Change the number on one of them, then send again.
Name clash: if QuickBooks has a supplier or employee with the same name as your client, Sammy can't add the customer. Rename one of them and try again.
No GST code: if Sammy says QuickBooks has no tax code at your GST rate, check GST is set up in QuickBooks.
Delete is hidden while the invoice is in QuickBooks, so Sammy and your books don't disagree. Void it in QuickBooks first if you need to start again.

When your client pays#

When an invoice is paid in full in QuickBooks, Sammy marks it Paid. You don't need to do anything.

Sammy checks QuickBooks every hour.
Opening the invoice in Sammy checks straight away, or tap Refresh on the QuickBooks card.
The payment date from QuickBooks is saved on the invoice.
Any payment reminders still to go out for that invoice are cancelled.

The QuickBooks card shows where the invoice stands (Open, Part paid, Paid, Voided or Deleted in QuickBooks) and when Sammy last checked.

Sammy sees a payment once it's recorded against the invoice in QuickBooks (Receive payment, or matched in your bank feed). Money that's landed in your bank but isn't matched to the invoice yet doesn't show.

Part payments#

When your client pays part of an invoice and you record it in QuickBooks, Sammy picks it up within the hour, or straight away when you open the invoice:

The invoice shows Part paid with the amount still owing, and the card says how much of the total is in.
Payment reminders ask for what's still owing, not the full amount.
The invoice turns Paid once it's paid in full in QuickBooks.

Record payments in QuickBooks, not Sammy#

While an invoice is in QuickBooks, Record payment in Sammy is locked: "Already synced to QuickBooks. Record the payment in QuickBooks and it'll update here within an hour." That way the same payment can't be counted twice.

You can record payments in Sammy again if you disconnect QuickBooks, the invoice is paid, voided or deleted in QuickBooks, or Sammy hasn't been able to reach QuickBooks for a couple of hours.

A few things to know:

Recorded a payment in Sammy before you sent the invoice? It isn't counted twice with the same payment in QuickBooks. Sammy keeps whichever amount is higher.
Credit notes aren't payments. A credit note in QuickBooks lowers what your client owes, but no money came in, so Sammy doesn't count it as paid. The invoice turns Paid once nothing is owing in QuickBooks.
Removed a payment in QuickBooks? Sammy doesn't take it off for you. Open the invoice, tap Actions, then Remove payment.

Voided or deleted in QuickBooks#

If you void or delete the invoice in QuickBooks, a sent or overdue invoice goes back to Draft in Sammy, so you can fix it and send it to QuickBooks again. QuickBooks keeps a voided invoice's number, so the new copy goes across with -2 on the end (for example INV-0009-2). A deleted invoice's number is free again, so it's reused. A Paid or Cancelled invoice stays as you left it.

One books system at a time#

Sammy connects to one books system at a time: Xero or QuickBooks. Ascora sends invoices to your books itself, so it can't be connected alongside either. If you're moving from one to another, disconnect the old one first. Job systems like ServiceM8, Simpro and Fergus aren't affected.

Disconnecting#

Go to Settings → Integrations → QuickBooks and click Disconnect. In a team, this disconnects QuickBooks for everyone.

Invoices already in QuickBooks stay there, and their cards stay in Sammy. Sammy stops checking them for payments, so record any new payments in Sammy from then on.