QuickBooks Online Integration Webinar

Getting Started

Docketwise integrates with QuickBooks Online so that all Invoices, Payments, and Trust Account Transactions are created and synced in your QuickBooks Online Account.

If you do not already have a QuickBooks Online account and would like to use this Docketwise integration, you will want to sign up.

If you are a QuickBooks Desktop user, you will not be able to use this integration and may want to consider switching over to QuickBooks Online. You can learn more about this here.

You will also need to be a Docketwise Suite subscriber to unlock this integration. To learn about the other features that you can unlock on a Docketwsie Suite subscription, you can click here.

Things to remember:

  • The QuickBooks integration is only available for Docketwise Suite members (to upgrade, click here)

  • The integration will only sync transactions from Docketwise to QuickBooks after the integration is activated

  • If a contact does not already exist in QuickBooks, a new customer will be made within QuickBooks

  • Invoices without any charges will not create an invoice within QuickBooks

  • Edits on invoices such as edits on charges and payments are synced

  • Deleting an invoice or payment from Docketwise is not synced QuickBooks

Topics covered:


Activating the QuickBooks integration:

To get started, you must be logged into your Docketwise and QuickBooks Online accounts.

In Docketwise, navigate to Settings > Integrations. Here, you will click the Activate QuickBooks button. Next, you will allow the permissions for the integration.


Step 1 of 2

Here, you will map the connections for Docketwise's invoicing fields (Services, Expenses, and Discounts) to an account in QuickBooks.

The options from QuickBooks for these fields can be found under QuickBooks > Sales > Products and Services. There, you can add or edit your items and make sure that they are connected to the correct account. Before proceeding, make sure that the Products and Services in QuickBooks are mapped with the correct Accounts in the Chart of Accounts.

After mapping out the connections between Docketwise and QuickBooks, you must select your Time Zone to ensure that the transactions are logged properly.

After entering your correct time zone, click the Next Step button to proceed to the step (which can be skipped).


Step 2 of 2

In order to record trust requests properly, you will need to have at least one Trust Account and one Trust Liability Account within QuickBooks.

If these are not already set up, you can set these up in QuickBooks > Accounting > Chart of Accounts.

These accounts should be set up in the following manner:

  • Trust Account / Account Type: Bank / Detail Type: Trust Account

  • Trust Liability Account / Account Type: Other Current Liabilities / Detail Type: Trust Accounts - Liabilities

After selecting the Trust Account and Trust Liability Account from QuickBooks, click the Save and Return button.


Bills and Payments

If you are not familiar with Invoicing and Payments on Docketwise, we encourage you to start at this article.

Any invoice bills made within Docketwise will automatically create a synced copy in QuickBooks (including all charges for services and expenses as well as any discounts). Any edits made to the invoice will be synced over to Quickbooks.

Additionally, any payments recorded in Docketwise will be reflected in the synced invoice within QuickBooks (including partial payments).

You can see the invoices reflected in QuickBooks under QuickBooks > Sales > Invoices.

Payments, partial payments, and edits will all be synced from Docketwise to QuickBooks.

All invoices and payments are reflected in the Journal under Reports in QuickBooks.

How Invoices from Docketwise appear in QuickBooks Journal:

(Image Continued)

Field

Memo/Description in Quick Books

Account

Docketwise Integration Settings Step 1 of 2

Resulting Action to Associated Account

Creation of an Invoice

-

Accounts Receivable

Debits (invoice amount) - (amount discounted)

Invoice Charge - Service

Description form Docketwise

Account Linked to Services

Credits Cost of Service

Invoice Charge - Expense

Description form Docketwise

Account Linked to Expenses

Credits Cost of Expenses

Invoice Discount - % Amount

Description form Docketwise

Account Linked to Coupons

Debits Coupon Amount

Invoice Discount - $ Amount

Description form Docketwise

Account Linked to Coupons

Debits Coupon Amount

How Payments from Docketwise appear in QuickBooks Journal:

(Image Continued)

Field

Account

Resulting Action to Associated Account

Payment from Client

Undeposited Funds

Debits Amount Paid

Payment Received by Firm

Accounts Receivable

Credits Amount Received


Trust Requests

If you are not yet acquainted with Trust Requests in DocketWise, you may want to check out this article before proceeding.

In order for a Trust Request to be reflected in QuickBooks, you will need to first create a Trust Request for your client within Docketwise. Only after the payment for the Trust Request has been received will it be reflected in QuickBooks.

Trust Requests will not be recorded under Sales or as an Invoice in Quickbooks because no sale has been made. Instead, this will be reflected as a Journal Entry in your Journal under Reports in QuickBooks. It will reflect as a debited amount towards the Trust Account and a credited amount towards the Trust Liabilities Account chosen.

How Trust Requests from Docketwise appear in QuickBooks Journal:

(Image Continued)

Memo/Description

Account

Docketwise Integration Settings Step 2 of 2

Resulting Action to Associated Account

"Transaction for client [contact's name]"

Trust Account Linked

Debits Trust Amount Paid

"Payment for invoice [invoice number from Docketwise]"

Trust Liability Account Linked

Credits Trust Amount Received


Trust Disbursements

If you are not yet acquainted with Trust Disbursements in DocketWise, you can check out this article to learn more.

In order to do a Trust Disbursement within Docketwise, there must be funds in the Trust Account either at the client-level or matter-level.

After disbursing the funds from the trust account, this will also be added as a Journal Entry in your Journal under Reports in QuickBooks. It will reflect as a credited amount towards the Trust Account and a debited amount towards the Trust Liabilities Account chosen.

How Trust Disbursements from Docketwise appear in QuickBooks Journal:

(Image Continued)

Memo/Description

Account

Docketwise Integration Settings Step 2 of 2

Resulting Action to Associated Account

"Disbursement for client [contact's name]"

Trust Account Linked

Credits Trust Amount Disbursed

"Payment for invoice [invoice number from Docketwise]"

Trust Liability Account Linked

Debits Trust Amount Disbursed


Trust Transfers

If you are not yet acquainted with Trust Disbursements in DocketWise, it may be helpful to visit this article.

As with Trust Disbursements, you will want to make sure that there are funds available in the Trust Account either at the client-level or matter-level.

After using a Trust Transfer to record a payment on an invoice, it will be reflected on the Invoice within QuickBooks. You can see this in QuickBooks under QuickBooks > Sales > Invoices.

The Journal under Reports in QuickBooks will reflect the following:

  • The Invoice associated will be listed as shown above in Bills and Payments.

  • The Journal Entry associated will reflect as a credited amount towards the Trust Account and a debited amount towards the Trust Liabilities Account chosen (as when disbursing fund).

  • The Payment associated will reflect as a debit towards Undeposited Funds and a credited amount towards Accounts Receivable.

How Trust Transfers from Docketwise appear in QuickBooks Journal:

(Image Continued)

Journal Entry:

Memo/Description

Account

Docketwise Integration Settings Step 2 of 2

Resulting Action to Associated Account

"Disbursement for client [contact's name]"

Trust Account Linked

Credits Trust Amount Paid

"Payment for invoice [invoice number from Docketwise]"

Trust Liability Account Linked

Debits Trust Amount Received

Payment:

Field

Account

Resulting Action to Associated Account

Payment from Client

Undeposited Funds

Debits Amount Paid

Payment Received by Firm

Accounts Receivable

Credits Amount Received

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