QuickBooks and ArchiOffice are built differently. While ArchiOffice is project-centric, supporting a hierarchical structure, QuickBooks is client-centric, using a flat project structure. You should understand the differences to ensure a smooth and accurate data sync between the two software. In ArchiOffice, although you can set default rules in its “Integration Settings” screen to determine what and how data transfers, it doesn’t hurt to know these ‘behind the scenes’ interesting facts:
1. QuickBooks does not require the same data as ArchiOffice. So when required fields are missing while getting data, ArchiOffice inserts a placeholder called ‘FromQuickBooks’ in those fields. For instance, when you get a job (project) record into ArchiOffice, a user FromQuickBooks is automatically assigned to it as a Project Leader. When a check against this project is transferred, it is recorded as an expense using this FromQuickBooks project leader.
2. QuickBooks employees are not only transferred to ArchiOffice as contacts (type set as Employee) but a corresponding ArchiOffice User profile is also created automatically for them. What is interesting is that while ArchiOffice contacts (type Employee) are sent to QuickBooks as employees, if their ‘Billing’ option is selected, the same contacts are sent as both a customer and an employee.
3. During synchronization, if a QuickBooks job does not have phases, a phase labeled ‘Legacy’ is created for that project in ArchiOffice, because, unlike QuickBooks, time and expenses can only be recorded against phases. Now if a time entry is being transferred against such a job, a Legacy phase is created for this project and then, that entry is recorded against it.
4. When sending time entries from ArchiOffice, only basic information like project, job code and hours is sent. Their details such as taxes, etc. are seen as line items when you send the related invoices to QuickBooks.
5. When expenses (originally entered in QuickBooks as Expenses) are transferred to ArchiOffice, they transfer as QBExpense along with the description. However, if originally entered as Items, they transfer as FromQuickBooks.
6. All invoices transferred from QuickBooks are recorded as Stipulated Sum invoices in ArchiOffice. On the other hand, only Hourly and Stipulated Sum invoices are sent from ArchiOffice to QuickBooks.
7. Pending invoices in QuickBooks cannot be transferred to ArchiOffice just as draft invoices in ArchiOffice cannot be sent to QuickBooks.
8. QuickBooks invoices and payments to be synced should be linked to jobs (projects) instead of customers because in ArchiOffice they are associated with projects and not directly with clients. Otherwise, to get this data, ArchiOffice creates a project on the fly based on the client and then associates all these transactions to it.
9. A retainer sent to QuickBooks shows up only if you have applied it to an invoice in ArchiOffice; otherwise, if you apply the retainer to a project, it does not sync with QuickBooks.
10. ArchiOffice transactions are sent to QuickBooks as cash transactions, not as checks.
Bonus fact: A key step in the integration process is to assign general ledger (G/L) accounts to job codes and invoice items in ArchiOffice prior to syncing data with QuickBooks!