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QuickBooks Online Integration

QBO Integration: how it works, how to set it up, and how to configure it.

Written by Mykyta Medvediev

Overview

Pilot LMS–QBO integration allows bi-directional sync of invoices, payments, and credits. Here's a table summarizing how the sync works.

Entity

Create

Update

Delete

Billing Account

LMS → QBO

Triggers:

  • Invoice creation

LMS → QBO

Triggers:

  • Updating billing account name

–

Product

LMS → QBO

Triggers:

  • Invoice creation

–

–

Invoice

LMS ↔ QBO

Triggers:

  • Invoice creation

LMS ↔ QBO

Triggers:

  • Invoice date or memo update in LMS

  • Line item update in QBO. (Updates LMS invoice amounts and balance, doesn't update the case)

LMS ↔ QBO

Triggers:

  • Un-invoicing a case in LMS

  • Deleting an invoice in QBO (not voiding)

Credit

LMS → QBO

Triggers:

  • Credit creation

LMS → QBO

Triggers:

  • Changing credit amount

  • Changing credit applications

LMS → QBO

Triggers:

  • Deleting credit

Payment

LMS ↔ QBO

Triggers:

  • Payment creation

LMS ↔ QBO

Triggers:

  • Changing payment amount

  • Changing payment applications

LMS ↔ QBO

Triggers:

  • Payment deletion

Shipping Cost

Synced into a dedicated box on the bottom of the invoice

Tax

Currently, syncs as an invoice line item called "Sales Tax"

Setup

  1. Navigate to Admin -> Integrations -> QuickBooks Online

  2. You can connect a QuickBooks company per your billing lab.

  3. You can specify the direction of the sync (LMS → QBO, QBO → LMS, or both), and which entities to sync (invoices/credits/payments).

  4. You can also specify which accounts should be used for sync.

  5. If there are any sync errors, they will be displayed here and on the action items section on the dashboard.

Notes

  • If you have more than 1 billing lab, you can add the same QuickBooks company to different billing labs.

  • If a billing account has accounting system structure of combined billing, we will create just one QBO customer with the name of the billing account. If it's set to be detailed billing, we will create one main customer with the name of the billing account, and a sub-customer (second-level customer) for each doctor-office pair with the child subaccount name of that doctor-office. If you moved your doctor-office pairs from one billing account to another, we'll automatically move them for you in QBO as well.

  • Payment and Credit references do not sync due to QBO API limitations.

  • Tax amount will currently be a line item on the QBO invoice with a product called "Tax".

  • Credit will create a line item called "Lab Credit"

  • The case line item discounts will be synced into the invoice discounts input box on the bottom of the invoice.

  • The case's billing notes become the invoice memo upon invoicing the case and will go into QBO's Memo field on the invoice.

  • Case line item notation will go into product "description" field on QBO invoice.

  • When syncing invoices from LMS to QBO, we do not map line items. So, if any financial changes occur on the QBO side (line item quantity, rate, tax, or discount changes), we will sync the changes to the invoice but won't carry those changes over to the corresponding case.

If you would like to customize the sync, please reach out to [email protected]

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