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How do I connect QuickBooks with MyTime Inventory?

In this article, we’ll cover how MyTime’s integration with QuickBooks Online works, as well as how to connect the two systems together and get started.

If you don’t currently use QuickBooks Online, you can learn more about it here. If you’re currently using QuickBooks Desktop, we have information at the end of this article about how to manually import your data from MyTime. Intuit also has a complete tutorial for migrating to QuickBooks Online.

Syncing with QuickBooks requires MyTime POS. Need to upgrade your MyTime account? Learn more here.

What Happens when you Connect your Accounts?

After you connect your QuickBooks Online account with MyTime, an invoice and corresponding payment will be automatically exported to QuickBooks Online for each Ticket closed on MyTime. As part of doing this, we have to match two items between MyTime and QuickBooks Online: the customer, as well as the services or products being purchased. Here’s how those work:

Customer Matching - MyTime will try to identify if there is an existing client with the same first and last name in QuickBooks Online. If there is, MyTime will match these customers between the two systems. This means that going forward, the transaction data pushed from MyTime to QuickBooks Online will be associated with the existing QuickBooks customer. MyTime will also match records if there is only a first name (no last name present), as long as either a phone or email address also matches between the two records. Lastly, if no customer match is found through this process, MyTime will simply create a new customer in QuickBooks.

Product Matching - MyTime will try to identify a match based on the SKU listed in both MyTime and QuickBooks. It will match the two only if the SKU is identical in both places. If there is no SKU match, MyTime will create a new Product entry in QuickBooks.

Service Matching - MyTime will create a new service in QuickBooks for each unique service in MyTime. There is no matching based on service name.

Once you’ve connected your QuickBooks Online account and have run a few transactions through MyTime POS, we recommend you review how the data appears in QuickBooks. If you have any questions, please don’t hesitate to contact us!

Where do I see the data for each transaction in QuickBooks Online?

Each time you close a ticket on MyTime POS, we automatically create both an Invoice and associated Payment in QuickBooks Online. You can easily view these under Transactions > Sales in QuickBooks Online.

Invoice - MyTime lists the individual products, services, gift cards, and other items from your MyTime ticket on this invoice. The QuickBooks Online invoice number is set to the MyTime Ticket number (e.g. “Y06MV175”) so that you can easily match the two.

Payment - MyTime creates an associated Payment against each Invoice, itemizing the payment method(s) as well.To connect your MyTime and QuickBooks Online accounts, just follow these simple steps:

  1. Under Business Setup, select Payments & Deposits and then scroll down to the QuickBooks section. Click the button, and you will be prompted to sign in to your QuickBooks account.
  2. Once you sign in, click the “Connect to QuickBooks” button, which will launch a new window asking you to confirm the sync. Click “Authorize."
  3. You’re all set! Going forward, all transactions closed in MyTime POS will automatically be exported to QuickBooks.

Transferring your data to QuickBooks Desktop

We recommend using the Online version of QuickBooks Online in conjunction with MyTime as it removes any manual data entry and syncs in real time. However, if you currently use QuickBooks Desktop and want to port over your MyTime transaction data, here are two options:

Import Data

To import your data from MyTime via CSV, you’ll need to run a report, download the data, and then import it into QuickBooks. First, decide which MyTime report works best for how your Chart of Accounts is set up in QuickBooks. Often businesses will organize this data by service and product type. To access these two reports and their data follow these steps:

  1. Service Revenue
    1. Go to “Reports” then “By Service” under “Appointments”
    2. Select the desired date range, then select “Update”
    3. Export the data by selecting the “CSV” icon in the top right
  2. Product Revenue
    1. Go to “Reports” then “Product Sales Analysis”
    2. Select the desired date range, then select “Update”
    3. Export the data by selecting the “CSV” icon in the top right

Once you have downloaded each report, you’ll need to upload them to QuickBooks. This article has a good summary of the steps, including how to map the columns on each spreadsheet to your QuickBooks accounts.

Manually Copy Data

If you only need to transfer a small amount of data, QuickBooks recommends copying and pasting the data manually. MyTime’s reports update daily and the data can easily be copied over. Again, depending on how you organize your data in QuickBooks, select the appropriate report, date range, and manually copy over the values from MyTime to QuickBooks.

 

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