Overview

Expiration Reminder integrates with QuickBooks and allows you easily import employees and customers and also create invoices when items are about to expire reducing your data entry times.

 

Things to know before you begin

  • Contacts in Expiration Reminder are matched with customers in QuickBooks based on their email address. Make sure that email addresses in both systems are up to date and that they match for the same users.
  • Contacts in Expiration Reminder are matched with employees in QuickBooks based on their names. Make sure that names in both systems are up to date and that they match for the same users.
  • You need to have a QuickBooks account already created to be able to connect to QuickBooks.

Setting up the QuickBooks integration

If you already have an Expiration Reminder account and want to integrate with your QuickBooks account, follow these steps:

  1. Go to Your Account on the top menu and click on Integrations.er-greenhouse-0
  2. On the screen, look for QuickBooks under accounting. Click on the green Connect button.er-quickbooks-1
  3. If you are already logged into your QuickBooks account, it will prompt you to Authorize right away. Otherwise, a login page will pop-up before you will have access to Authorize.er-quickbooks-2
  4. Once you Connect and Authorize the integration, you will need to configure QuickBooks for your Expiration Reminder account.

Configuration options

You can configure your QuickBooks integration by going to Your Account on the top and clicking on Integrations. From there, look for QuickBooks and click on the blue Configure button.

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Syncing employee users

You can sync users from QuickBooks into Expiration Reminder so you can assigned them as contacts on expiration items. Any synced user will be added as a contact on Expiration Reminder.

If there are any users that can be synced automatically, it will indicate so on the configuration screen. Just click on the Sync Employees to Expiration Reminder and the process will start automatically.

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For users that can’t be sync automatically, the green button will show with the message Manually Sync Employees to Expiration Reminder. Click on the button and a screen will show with details about users on QuickBooks that aren’t on Expiration Reminder.

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You can add the users just by clicking on the Add link button and they’ll be added as contacts automatically.

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If you’d like to Ignore a user, just click on the ignore link and it won’t show up on the users to be synced table.

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Syncing customers

You can sync customers from QuickBooks into Expiration Reminder so you can assigned them as contacts on expiration items. Any synced client will be added as a contact on Expiration Reminder.

If there any customers that can be synced automatically, it will indicate so on the configuration screen. Just click on the Sync Customers to Expiration Reminder and the process will start automatically.

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For clients that can’t be sync automatically, the green button will show with the message Manually Sync Customers to Expiration Reminder. Click on the button and a screen will show with details about clients on QuickBooks that aren’t on Expiration Reminder.

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Creating an invoice

Expiration Reminder also allows you to create a QuickBooks invoice when an item is about to expire. This allows to reduce the entry time on QuickBooks and is useful if you’re tracking expiration dates for contracts for example.

To configure an expiration item to create an invoice when is about to expire, click on the QuickBooks tab when creating or editing item. In the screen tick the checkbox Create an invoice and then select the customer to whom the invoice will be attached to. Keep in mind the customer had to be previously synced from QuickBooks into Expiration Reminder.

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Need more help?

Don’t worry, just send us an email to support@expirationreminder.net and we can assist. This also includes if you have any suggestions for tasks that you would like our integration to be able to do.