How to set up the Quickbooks online integration with Snapdocs

Tristin Himes -

We highly recommend using QuickBooks Online to manage your bookkeeping. Online, cloud-based information management is the direction that best-in-class business management tools are moving. You can access QuickBooks Online from anywhere and it is far easier to collaborate with team members, bookkeepers and accountants as all information is updated real-time. No more transferring desktop versions back and forth.

In order to integrate QuickBooks Online with your Snapdocs account, make sure that you have either QuickBooks Online Essentials or QuickBooks Online Plus. The lowest level, QuickBooks Online Simple Start is so basic that it will not perform all of the functions you need or be able to import all of the critical information from Snapdocs.


QuickBooks and SnapDocs: The Integration Guide

Syncing your Snapdocs account with QuickBooks Online will save you hours of time. You will significantly reduce the time you spend manually inputting data into QuickBooks. The integration process for QuickBooks Online is very quick and straightforward.


Step 1: Log into your QuickBooks Online account.

Step 2: Log into your Snapdocs account in separate tab.

Step 3: Click on Admin in the upper right-hand navigation and then click on Accounting Tools.

Step 4: Click on QuickBooks Online from the left-hand navigation.

Step 5: Click the big button on the top right, Connect to QuickBooks.

Step 6: A box will pop up – click Authorize the Connection.

Step 7: Next a box with the QuickBooks Online settings will pop up. In the Bill Account field, SnapDocs pulled in your chart of accounts from QuickBooks, just select any option from the list (ie: sales).

Step 8: Again, choose any option from the list in the Product/Service field (ie: sales).

Step 9: Choose your vendor terms (ie: net 30).

Step 10: Choose your customer terms (ie: net 15).

Step 11: In the Sync After field choose the date you want to start importing data from Snapdocs into your QuickBooks. 

Step 14: Click Save.

Step 15: Click the big blue Sync data with QuickBooks Online button to import your data from Snapdocs into Quickbooks. Click this button every time you want to transfer your latest data from Snapdocs to QuickBooks. When importing, Snapdocs only transfers the data for the orders that have already been marked as complete.


With this integration, Snapdocs will transfer all the notary and client info into your QuickBooks Online account and create profiles for each. It will also transfer the client invoices into your QuickBooks account.


**IMPORTANT** things to know about syncing with QBO:

- All future updates to notary vendors should be done directly in Snapdocs, vendor profiles in Quickbooks will be updated automatically next time you work with the notary and sync. The notary vendor information will not update in Quickbooks unless you have worked with that notary on an order in the time since the last sync.


- Notary bills and client invoices for an order will only be pushed to QBO after the order has been marked as "complete" in Snapdocs.


- Once a bill and invoice for an order has been synced to QBO, it will not be synced again. So if you need to change payment or invoice amounts after an order has been synced, you need to make sure you manually update directly in quickbooks.


- 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 numbers that conflict with order numbers,


-Adding payment details to a Snapdocs order (i.e. date received and check number) will not be pushed into Quickbooks when you sync. However, if you add that information to Quickbooks it will be pushed into the Snapdocs order next time you sync.


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