Autotask To QBOL integration

hi everyone in this video i'm going to talk about the quickbooks integration with autotask i'm going to show you how to run the approve and post process in order task how to generate invoices and get those through into quickbooks so if that is of interest to you then this video is for you [Music] hi everyone chris tim here from Sondela consulting in this video i'm going to talk about how to get invoices out of autotask into quickbooks online and i'm going to go through and show you the entire process from setting up the integration what you need to do on both tools and how you need to get an invoice into quickbooks so let's go take a look at how this would work so from within autotask the very first thing we want to do is we want to create a new api user so the easiest way to do this is to actually click on the order task logo go into admin and then resources and users and then from here under this little drop down button here we can click on new api user so i'm just going to bring this over normally what i would do at this point is i'd give the first name something to do with with whatever tool it is and then the last name i just call integration you can call that whatever you want it's entirely up to you and then i'm going to give this a email address and then i'm going to pick a security level now by default on this demo system of mine everything is set to system i do recommend that you change this away from the system and you give it something um you know more locked down so that it can only access the certain information that it needs to i will put a link up there somewhere for um for a video that i will be doing on setting the security levels but for the time being i'm just going to set this as api user system what i'm then going to do is to use the generate key and generate secrets this is going to create the api username and password and then under the integration vendor at this point i'm simply going to just type alter task and then you will see that there is the autotask quickbooks online integration what i'm then going to do is i'm just going to copy these out into a notepad because i'm going to need to use these a little bit later so i'm just going to copy them out and simply hit save and close so the api user account is now set up there's one other thing that we need to do inside autotask so under the admin then under the system settings field from here you can see we have contracts if you simply click on there and change this next invoice numbering to not enabled so this basically says that autotask is not going to generate the invoice or the invoice number what we're actually going to do is we're going to let quickbooks generate that number so we click here to edit and then all you simply need to do is to make sure the next invoice number here is cleared out hit save and close and that's it once that is is not able or not enabled what we should be able to do now is to go ahead and set up the integration i have put a link in the description below uh for the the setup to connect the integration together um so all you need to do is run that link and it'll come up with this screen so you can go ahead and set up this integration so in this case i'm just going to select my company it's now going to go ahead and ask me for the api user details so here where it asks for auto task username and audit task password this is that api user account that we set up earlier on so i'm just going to go and copy this in and then what i'm going to do is to go ahead and paste the password in and what will now happen this will go ahead prepare the app for the first use and this will now come up with a bunch of things that i can start to set this integration up on so if i simply simply say configure settings this will now allow me to go through this integration so the very first thing you want to do here is to select the version of quickbooks that you're using i happen to be in the uk so i'm setting this up as non-uk and then it says sync whether invoices should be synced to order tasks well obviously we do want to sync them to all the tasks of course we're going to say um oh sorry sync whether auto task invoices should be synced to quickbooks of course that's why we're setting up the integration how many days back do you want to look for unsynced invoices i normally leave that around 14 days it just means it won't bring in all the old invoices that you have but of course you can change that number to anything that you want one of the next things here is the invoice numbering option and if you remember earlier on we said to say that we were not going to use auto numbering in autotask so what we do here is we're going to say now that we're going to let autotask generate the invoice number if you do want to use invoice numbers in order task then you can use this option here to say use the invoice number from autotask which would then override the quickbooks number of course you can choose whichever way you want and if you do choose to use this option here so use the invoice number in auto task if available then you need to that step that we went in where we when we made that invoice number blank you need to make sure that there is an invoice number in there but i'm going to tell it to let quickbooks generate that number when invoices are voided in all the tasks sync to quickbooks yes i want to do that then all i want to do here is it says now what is the autotask billing field used to match the name so at this point we're going to use the billing code name and i'm going to simply select that so the billing code is going to be things like work types and service codes it's going to bring those into quickbooks and it's going to create those as products and services with inside quickbooks when we go through this and we actually get the stuff set up i will show you how that works you know when it comes through into quickbooks then it says if the item is missing we want to go ahead and create it and then all it's going to do is to say to us by default you know what is the standard code that we want to use inside here so i just have a standard sales code and i'm just going to use my sales revenue code and that's it i'm not going to select any of these other ones except for this one here that it ignores invoices with the zero total and then i'm simply going to hit the save button so what this is now going to do is this is going to go ahead and set this integration up and all being well you can see that the configuration is now complete the last step we have to do is to actually now go ahead and connect it and there you go it is now connected the way we will see this is if you go into quickbooks itself under the apps then under my apps you will now see the auto task invoices and from here we can go back into those settings or of course we can launch it and now we'll have a whole bunch of different settings that we can use inside this integration so here is all of those things we set earlier on there's a couple of other things we can do you know we have the option to manually sync invoices to manually copy an invoice you don't have to do any of these the uh you know this integration will automatically do it so once you've build in all the tasks once you've run the approving post and you've created the invoice it will then go through and automatically bring these into quickbooks for you so what i'm going to do now we'll jump back into autotask and i'm going to go ahead and run the approve and post process and create some invoices and get those invoices into quickbooks so let's go and actually do this so if we go to contracts approve and post so here we have our proven post screen if we look to see if there's any labor okay so here's a labor item for justice league you know outlook not working so we might want to go ahead and bill bill this amount so let's actually just go and do that so we simply approve and post then the other thing we can do is just continue to run this approve and post process as as we need it so if we do the recurring contracts okay there aren't any recurring contracts for this month but let me say you know maybe i want to go invoice for say february so i'm just going to forward this to february maybe i just want to chuck these invoices into quickbooks so let's just go and do that and what you'll see in here is there's a whole bunch of stuff out in the blue justice league there's a whole bunch of managed services stuff in here then i'm going to go ahead and build for so i'm going to simply approve and post those as well and that's it the approve and posting process is now done so the next step before i can get the stuff into quickbooks is i actually need to generate invoices from all of those approved items so the first step would be to run that approve and post process once you've done that we then will see in this screen here if i just tell it that i want to look at everything from today until the end of feb what this is going to do as you can see here are all of these um items that have been approved that are ready to have invoices generated for them so i'm going to go ahead and click on the process invoices and then i'm simply going to go and process these invoices and at this point once i hit process invoice all of these invoices will then be brought through and created inside quickbooks so you can see there it's now processing those invoices i can close this window down but i'll just leave it to do its thing and you can see that those invoices have now been created so the next step here is to then go into invoice history and if i search on invoice history i can see you know here's some of the stuff that's been done um let's actually just go and say yeah we want everything that's been invoiced today so here's a bunch of of of invoices that we've just invoiced today what we are expecting to see when the integration um has or when these invoices have synced into quickbooks we are going to expect to see an invoice number in here and this should be the quickbooks invoice number so for the time being i'm just going to go ahead and say sync invoices now just so that i can force this integration to uh to go and sync these invoices you do not have to do this it will do this automatically for you but for the purposes of this video just to make sure that it is working i'm going to go ahead and sync these invoices then if i look at the error logs just to make sure there's nothing happening i can see now that there are some invoices running and this is now all it's doing is pulling stuff in from with inside autotask and it's going to put them into quickbooks i'm going to go ahead and refresh these logs this process doesn't take awfully long but what i should see if i flick back into here and i do a refresh eventually i should see this invoice number field being populated okay so if we hit the refresh button you can now see that we have invoice 1035 and we keep doing this it should hopefully bring the others in shortly but we know that invoice 103.5 has now been created for karen properties so if we jump back into quickbooks and then we simply go and have a look at our invoices which is under sales and then invoices what we should see in here is there's the karen properties one and i think it was 1035 here it is here and now if i click on this and then click on edit invoice you'll be able to see everything that's coming from autotask so here it is the service bundle um you know it's a bunch of stuff that's come in 564 pounds and with the tax it's 667 pounds so let's go in and have a look at that so we can actually look at that exact same invoice inside autotask so if we go ahead and review this invoice this should give us exactly the same amount which it hasn't ah it is sorry i was looking at all of those uh the zeros but there you go you can see the 667 pounds and now um all of those amounts have now been entered into quickbooks so if we just make sure that all the others have come in okay so this one here for justice league has given us an error so one of the things that will happen is if there's an error then you can simply go into the error logs um which i will do as a as a separate video as to how to diagnose these error logs but if there's an error it will simply tell you and that should also send you an email to tell you why there's an error go and correct the error and and it should work now one of the things at this point if you remember when we set up the integration we said that it was going to create those um billing codes as products and services so all that will happen now as you can see here under the um you know one of these let's look at out and out in the blue so if i go and actually view this invoice or edit this invoice what you will see here is that this has brought everything into this product and service called monitoring services so this will have been created as a service or a product within autotask within quickbooks so i can go back into here and then under the sales if i look at products and services i should see those manage services so if i just do a search for that here i can see manage services and at this point if i click on edit you can see that it's it's automatically defaulting to the sales code of sales what i'm now going to do is to tell it at this point that i wanted this to go to my managed services code so here i have a managed services income code and i can simply now map it what this would mean is that moving forward anything that now comes in for that particular code will be mapped to this income code automatically and that's it really it really is very very simple and very straightforward to get this working so i hope you've enjoyed this video if so please give us a like below and i look forward to seeing you on the next video thank you very much and see you soon [Music] you