Quickbooks Online Integration

We highly recommend using QuickBooks Online (QBO) 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.

How to Connect Quickbooks to your Snapdocs account?

You will need either QuickBooks Online Essentials or QuickBooks Online Plus to integrate with Snapdocs. The lowest level, QuickBooks Online Simple Start, will not perform all of the functions you need or be able to import all of the critical information from Snapdocs and therefore is not sufficient for this integration.

Step 1: Log in to your QuickBooks Online account

Step 2: Log in to your Snapdocs account in a separate tab

Step 3: Select Admin then choose Accounting Tools from the list

Step 4: Select Quickbooks Online

Step 5: Select the Connect to QuickBooks button

Step 6: Select Authorize the Connection

Step 7: In the QuickBooks Online settings select the Bill Account field - the category you would like your notary payments to fall under. Snapdocs added your chart of accounts from QuickBooks. Select any option from the list (i.e., sales).

Step 8: Again, choose any option from the list in the Product/Service field - the category you would like your client payments to fall under (i.e., sales).

Step 9: Choose your vendor terms (e.g., net 30 - the number of days after a sync that a payment is to be sent or received by the notary).

Step 10: Choose your customer terms (e.g., net 15 - the number of days after a sync that a payment is to be sent or received by the client company).

Step 11: In the Sync After field choose the date you want to start importing data from Snapdocs into your QuickBooks. This is the cut off date before which no orders will be synced.

Step 12: Select Save.

Step 13: Select the Sync data with QuickBooks Online button to import your data from Snapdocs into Quickbooks. Select 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.

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.

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)
• Multiple Check payments. The integration is unable to handle multiple check payments for one order. 
  • There must be one check payment per order. 

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. 

Can notary payments be removed?

Yes, the integration does allow fee removal. We handle those separately and they are synced to and from Quickbooks. For example, if the order had 2 notaries, one was removed with the fee, then we create 2 separate bills in Quickbooks and once they were marked as paid, we sync back that information to Snapdocs