QuickBooks integration FAQs

Before connecting PetPocketbook with your QuickBooks Online account, it'd be a good idea to understand what the integration does and some of the implications that it might have on your QuickBooks account. 🤓

What does the integration do?

The integration automatically syncs your PetPocketbook invoices and payments to your QuickBooks account to help you streamline bookkeeping and tax reporting!

How does it work?

After the initial import triggered when you first connect QuickBooks to your PetPocketbook account, our system will automatically attempt to push any updates to your invoice and payments data directly into your QuickBooks Online account everyday at 11am ET. 

⚠️  This means that if you have made any changes to invoices or payments in QuickBooks that were previously added by PetPocketbook, these changes may be overwritten.

What information will be passed into QuickBooks?

1. Your invoices. Each invoice and the total dollar amount billed on that invoice will be imported into your QuickBooks Online account. If you charge sales tax, this will be broken out into a separate line item in your QuickBooks invoice record below the subtotal of the services billed. You'll also see the date that the invoice was sent on.

   

2. Your payments. Payments in your Invoices tab — whether it was a card payment automatically logged by our system or a Venmo payment that you manually logged into PetPocketbook — will be imported into QuickBooks with this integration. Tip will be included in the imported payment record, so a $100 payment that includes a $10 tip will be imported as a $110 payment. Please note that payment method is not specified in the imported payment record. You can go to the Financials tab of our reporting dashboard to find breakdown by payment method.

   

3. Your clients. The first and last name and email address of each client family's primary contact will be imported into your QuickBooks account when you first connect QuickBooks to your PetPocketbook account. Imported invoices and payments will then be linked to these client records accordingly. Subsequent daily scheduled syncs will create records for new clients that you add in PetPocketbook as you grow as well as update the name and email address of any clients whose information has changed in PetPocketbook since the previous sync. Like with your invoices and payments, if you've made any manual changes to these PetPocketbook-imported client records, those changes may be overwritten each time we sync to your QuickBooks account.

Why do I see duplicates of my clients in QuickBooks after the import?

Unfortunately, there isn't a way for us to associate your imported invoices with the client records that already existed in your QuickBooks account. Instead, we have to create a new record for each client upon your initial import. Client records created by PetPocketbook will have a unique PP# label in their name to differentiate the newly created records from pet parents that you had added to your QuickBooks account on your own. Don't worry, we do not create a new record for each client every time PetPocketbook syncs your data to QuickBooks — each client is only added once!

How do I find a specific invoice that was imported into QuickBooks?

You can look for the name of the family's primary contact in QuickBooks and then find the invoice with a sent and due date that matches the invoice sent date in PetPocketbook. Unfortunately, QuickBooks creates their own invoice numbers for each invoice (which you can ignore) and does not allow our invoice numbers to be carried over in the import.

Why does a client's balance in QuickBooks not match what's in PetPocketbook?

Prior balance. If you did not import data across all time and instead only activity beginning from a specific date in PetPocketbook (aka your "import start date"), there may be billing history not imported that's creating this discrepancy. Perhaps there's credit from a payment collected, or there's a bill that was sent prior to your import start date that's being paid off by a payment that occurred after your import start date. If that's the case, you may want to manually create certain records from prior to your import start date to correct your client's balance.

Accounting for credit correctly. Unlike PetPocketbook, QuickBooks does not by default automatically apply credit to your client's balance when you've added a discount adjustment to their bill that results in a net credit balance. When a PetPocketbook invoice with a credit balance is imported, QuickBooks creates a "credit memo" instead of an invoice to account for the credit. QuickBooks leaves this credit memo "unapplied," which means that invoices in PetPocketbook that were partially or in its entirety paid by this credit balance will appear as outstanding in your QuickBooks account. Because QuickBooks only looks at open overdue invoices for a client's balance without regard for these credit memos, the total balance for a client who's had a credit balance at any point in their billing history with you will be different in QuickBooks vs. what you see as their outstanding balance in PetPocketbook. The screenshot below shows an example of an imported invoice with an outstanding balance that should have been paid by the unapplied credit memo that QuickBooks created to account for a prior credit balance.

To match what you see in QuickBooks to the correct balance in PetPocketbook, you'll need to link the unapplied credit memos to the open overdue invoices that they were used on by tapping "receive payment" on the outstanding invoice and then selecting the appropriate credit memo that should be applied to that invoice. Learn more about applying credit memos to an invoice in QuickBooks.

Do tips get imported into QuickBooks with payments?

Yes! To avoid QuickBooks categorizing tip as "unapplied credit," our integration creates a separate invoice record in QuickBooks to offset any tip payments. Tip may show up as separate payment transactions altogether if a client adds tip after completing their payment for services.

Does staff compensation get imported with the integration?

Unfortunately, no 😞