We highly recommend using QuickBooks Online (GBO) to manage your bookkeeping. Online, cloud-based information management is the direction in which best-in-class business management tools are moving. You can access QuickBooks Online from anywhere and it allows for easier collaboration with team members, bookkeepers, and accountants - all information is updated in real-time!
Syncing your Snapdocs account with QuickBooks Online saves you hours of time. With this integration, Snapdocs transfers all the notary and client information into your QuickBooks Online account and creates profiles for each. The integration also transfers client invoices into your QuickBooks account. After you print checks from QuickBooks for individual orders, those orders are updated as Paid in Snapdocs accordingly.
Below you will find information on what does and does not sync from Snapdocs to QuickBooks and what syncs from QuickBooks to Snapdocs.
What syncs from Snapdocs to QuickBooks?
When the integration is set up, all orders with a Closed status (orders that have been successfully closed out and invoiced) that have not previously been synced, will sync to QuickBooks when the Sync button is selected.
Note: Since a previously synced order will not sync again, you will need to manually update payment or invoice amounts to change that information directly in QuickBooks.
For every order that is sync'd, Snapdocs will transmit a bill, an invoice, a vendor, and a customer.
- The bill is the notary payment that is due to be paid by your company for the order.
- The invoice is the client payment that is owed to your company for the order.
- The vendor is the notary.
- Each vendor is only added the first time you sync an order on which you have worked with them. Snapdocs recognizes all previously added vendors and adds new orders from following syncs to their vendor profile (which includes their payment information and all orders they have done with your company).
- All updates to notary profiles should be done directly in Snapdocs. The notary's vendor profile in QuickBooks will be updated automatically next time you work with the notary (after you have synced that order). The notary vendor information will not update in QuickBooks until you work with the notary again.
- The customer is the client company. Each client company is only added the first time you sync an order on which you have worked with them. Snapdocs recognizes all previously added client companies and adds new orders from following syncs to their customer profile (which includes their payment information and all orders they have done with your company).
Snapdocs will create invoice numbers in QuickBooks that match a signing's order number. It's important that you don't already have an invoice number that conflicts with order numbers.
If a notary is removed from an order and it is noted in Snapdocs that a fee is still owed to them, you will see a bill for that notary sync into QuickBooks. The description will include the order number as well as Removed to indicate that it was the removed notary.
What does NOT sync from Snapdocs to QuickBooks?
- Any updates to an order that have happened after the order has synced to QuickBooks. Since orders only sync once, adding payment details to a Snapdocs order (i.e., date received or check number) will not be pushed into QuickBooks when you sync. However, if you add that information to QuickBooks, it will be pushed back into Snapdocs next time you sync.
- Payment status and details from the Snapdocs order. If you mark bills and invoices as paid in Snapdoc, they will not sync to QuickBooks. You will need to mark them as paid in QuickBooks. (See below)
What syncs from QuickBooks back into Snapdocs?
- If a notary payment has been made and marked in QuickBooks (i.e., a check has been printed) the order will be marked as paid in Snapdocs the next time you sync.
- If a client payment has been marked as received in QuickBooks the order will be marked as paid in Snapdocs the next time you sync.