With the "Sync Approved Value Records" global Firm Preferences setting enabled, approved Value records can be sent directly to QuickBooks Online. When selected, the "Require Time/Value Approval" check box will be automatically selected and cannot be changed.
Using this Sync Preference setting, the Create Check/Deposit request toggle will be hidden on the Add Transaction window. Synced Value entries are created as an expense (Cost entry), bill (Fee entry), or employee (Time Value entry) that can be actioned as needed in your QuickBooks Online company.
NOTE: You must have the "Sync Approved Value Records" Sync Preference set in Firm Preferences > Time & Billing and your QuickBooks Online Company is active.
To sync approved Value records:
Create/Approve Value Records
Create a Cost or Fee Value entry.
Costs use the "Case Expenses", "Damages", "Debt Pay", "Due to Firm", "Lien", "Subrogation", and "Travel" Value Code Types.
Fees use the "Fixed Fees" and "Attorney Fees" Value Code Types.
NOTE: "TIME" Value Code entries now sync to QuickBooks Online with the Staff Code in the Time > Time entries section.
Click to Submit the Value entry.
Once submitted, click to Approve the Value entry.
Enter the fields on the Approve Entry window.
NOTE: All fields are required.
Company – If your firm uses one QuickBooks Online company, it will be populated by default. If there are multiple companies, select one from the dropdown. The selection will be used as the default in the future.
Payment Account – Select the bank account type from QuickBooks Online.
Category – Select the account name from QuickBooks Online.
5. Click Done when finished.
6. In Neos, the Value entry has been approved and will be locked from editing, unless a user has the "Modify Locked Value Entries" Special Permission set to Enabled.
NOTE: Changes made to the created expense or bill in QBO do not sync back to Neos. Changes made to the synced Value record (with Modify Locked Value Entries Special Permission) do not sync back to QBO.
7. The Value entry status will change to Posted in Neos with a transaction added.
Date Paid – Shows the date the record was synced to QuickBooks Online
Paid By – Defaults to "Client"
Paid To – Defaults to "Us"
Amount – Defaults to the full amount from the Value record
C/D – Defaults to "Debit
Type – Defaults to "Payment"
8. Navigate to QuickBooks Online to access the created expense or bill.
NOTE: If the approved Value record does not get added to QuickBooks Online, return to Neos to check for an error message in the Notifications Center. This may occur if the selected Category uses an "Accounts Receivable" account or doesn't work with the type of Value record you're approving, or if the Customer and/or Vendor is deactivated in QuickBooks Online.
The Value entry will return to a Submitted state. Confirm your selections and restart the process.
If the Party/Customer and/or Provider/Vendor does not exist in QuickBooks Online, it will be created and automatically linked when Value records are approved in Neos and synced to QBO. NOTE: Should an issue occur where the approved Value record does not sync to QuickBooks Online, the new Customer and/or Vendor will get added regardless.
Sync Cost Value Record to QuickBooks Online
In QuickBooks Online, an Expense has been created for the approved Cost Value record. Navigate to your QuickBooks Online Company file > Expense & Bills > Expense Transactions to locate the expense from Neos.
Click View/Edit to access the detail view of the expense. [screenshot]
Payee – Displays the Provider from the Value record
Payment account – Displays the account selected during the approval process
Payment Date – Displays the Service Date To from the Value record
Category – Displays the account name selected during the approval process
Description – Displays the Memo / Case # / Party Name
NOTE: If your firm uses Alt Case #1 or Alt Case #2 as their Default Case Number, the Alt Case # from this Case will display instead of the Neos Case #.
Amount – Displays the amount from the Value record
Billable – Displays checked (yes)
Customer – Displays the Party from the Value record
Memo – Displays the Case Number | Value Code | Memo (if entered)
Sync Fee Value Record to QuickBooks Online
In QuickBooks Online, a Bill has been created for the approved Fee Value record. Navigate to your QuickBooks Online Company file > Expense & Bills > Expense Transactions to locate the expense from Neos.
NOTE: "TIME" Value Code entries sync the Staff Code to the Time > Time entries section in QuickBooks Online. Refer to the section below for more details.
Click the down arrow > View/Edit to access the detail view of the bill. [screenshot]
Vendor – Displays the Provider from the Value record
Mailing address – The Provider's Mailing Address will be listed if it exists in the Vendor
Bill date – Displays the Service Date To from the Value record
Due date – Displays the Service Date To from the Value record
Category – Displays the account name selected during the approval process
Description – Displays the Memo / Case # / Party Name
NOTE: If your firm uses Alt Case #1 or Alt Case #2 as their Default Case Number, the Alt Case # from this Case will display instead of the Neos Case #.
Amount – Displays the amount from the Value record
Billable – Displays checked (yes)
Customer – Displays the Party from the Value record
Memo – Displays the Case Number | Value Code | Memo (if entered)
Sync Time Value Record to QuickBooks Online
In QuickBooks Online, a Time entry has been created for the approved TIME Value record. Navigate to your QuickBooks Online Company file > Time > Time entries to locate the expense from Neos.
Click the View details button to access the detail view of the time item.
Name = Staff (The First and Last Name from the Staff Profile of the logged-in Staff)
NOTE: If only the First Name exists in Neos, the First Name and Full Name will display. If only the Last Name exists in Neos, the Last Name and Full Name will display. If the First and Last Name are blank in Neos, the Full Name and Staff Code are displayed. If the First, Last, and Full Name are blank in Neos, the Staff Code is displayed as the first and last.
Customers = Party
Service = Hours
Billable (per hour) = checked (Yes) & Rate
Start date = Service Date Start
Duration = Billable Time
Notes = Case Number | Memo (if entered)
Sync Neos Staff from TIME to QuickBooks Online
When a Time Value entry is approved, the Neos Staff on the Time entry will also be synced to the Employees section in QuickBooks Online. Navigate to Team > Employees to access the created entry.
Select the entry to see the following fields populated from Neos.
Legal Name = Full Name
Preferred First Name = Given Name
Email = Email Address
Status = Active
Name to Print on Checks = Full Name
Billing Rate = Default Hourly Rate
If the Staff's legal name, preferred first name, email, or billing rate has changed since the last sync, their information will be updated in QuickBooks Online. However, any Staff changes made in QuickBooks Online do NOT sync back to Neos.
NOTE: If the Staff has been deactivated in QuickBooks Online, the approved TIME Value entry will not sync, returning the Value item status to "Submitted". The following notification will display in Neos. Reactivate the Staff in QuickBooks Online and try to approve the TIME entry again.
TIP: The "Unbilled charges" report in QuickBooks Online can be used to find all unbilled entries for an employee. If a Staff person has any unbilled entries, they cannot be deactivated in QuickBooks Online until those entries are deleted.
