The Neos QuickBooks Integrator allows QuickBooks bills that are marked "billable" and fully paid (by Check or Credit) with a Customer/Job (associated to a Neos Case) and Vendor (linked Neos Provider) to be synced to Neos as a new Value entry for a Case.
Enter Bills in QuickBooks
To enter a bill:
In QuickBooks, navigate to Vendors > Enter Bills.
On the Enter Bills window, set the following highlighted fields, which are required to sync with the Neos QuickBooks integrator.
Vendor – Use the dropdown to select the associated Vendor from your QuickBooks. NOTE: The selected Vendor name must already exist in Neos AND be linked (via the Names tab in the integrator).
Date – Enter the bill creation date. The current date shows as the default.
Ref No. – Enter a reference number if applicable. This data is synced to the Reference 1 field on the Neos Value entry.
Amount Due – Enter the bill amount, greater than $0.00. This field will populate the Amount in the grid below.
Account – While the selected account is not synced to Neos, it is required to create a bill in QuickBooks.
Memo – Enter a memo for the bill or to distinguish between multiple expenses within a single bill.
Customer/Job – Use the dropdown to link a Customer (Neos Name) and Job (Neos Case) to the bill. NOTE: The selected Customer/Job must have an associated name and case.
Billable – The bill must be marked "Billable" in order to be synced with Neos.
3. Click Save & Close to record your bill.
Pay Bills in QuickBooks
To enter a bill:
In QuickBooks, navigate to Vendors > Pay Bills.
On the Pay Bills window, use the checkbox to select the bill you wish to pay. Click Pay Selected Bills. Select the "Assign Check Number" bullet to access the next window.
Choose how to assign the check number and click OK.
Once the payment is complete, click Done to close the summary window.
You can access your paid bills in the Enter Bills window by clicking the left arrow button (shown in step 2 of the Enter Bills section).
To view a report of all your paid bills in QuickBooks:
Navigate to Reports > Vendors & Payables > Transaction List by Vendor.
Click a filter to open the Modify Report window.
Under Choose Filter, search for "Transaction Type" and select Bill Payment. Next, search for "Paid Status" and select Closed. These filters will be added to your Current Filter Choices. Click OK to close the window.
Return to the Transaction List by Vendor to see your report.
Now that the bill has been paid in full, navigate to the Neos QuickBooks Integrator to post the bill as a Case Expense Value item in Neos.
NOTE: If the paid bill is deleted from QuickBooks, it will not display in the integrator. If the paid bill is voided in QuickBooks, the amount will show as $0.00 in the integrator. To remove the voided entry from the integrator, post the entry to Neos and then delete the created Value item from the Case.