OnTime makes it easy to transfer invoices and payments into QuickBooks 2002 Pro and higher.

In this article

Minimum requirements   How to export an invoice to QuickBooks   How to export a payment to QuickBooks

Minimum requirements

OnTime requires QuickBooks 2002 Pro or better. OnTime does not support QuickBooks Basic versions.

How to export an invoice to QuickBooks

1. Launch QuickBooks and ensure your company file is opened. The company file that is open in QuickBooks is the one that OnTime will connect with.
2. From the Billing area in OnTime Management Suite, choose the Invoices list.
3. Select one or more invoices from the list, right click with the mouse, and choose Post to QuickBooks.
4. A window will appear with a list of the invoices you selected to transfer. Review the list and then click the button labeled Send to QuickBooks.
5. If you are prompted for permission to allow OnTime to communicate with QuickBooks, ensure that OnTime is granted those rights.
6. Answer any onscreen prompts to ensure all information is successfully copied to QuickBooks.

OnTime keeps track of the invoices that are transferred to QuickBooks and will alert you if you try to send the same invoice more than once. However you always have full control over this process in case you want to delete the invoice in QuickBooks and import again from OnTime.

The invoice number in OnTime will be used as the invoice number in QuickBooks. You can choose to override this and change the invoice number once it is in QuickBooks.

OnTime requires that the company name of a customer exactly match the customer name in QuickBooks. If a match is not found, OnTime can create a new customer record for you. It is important to keep the names of your customers consistent between OnTime and QuickBooks in order to minimize duplicate customers.

Line items in the invoices must be assigned to an Item in QuickBooks. OnTime creates new services items in QuickBooks that correspond to the name of your price sets in OnTime. If the service item does not exist in QuickBooks and OnTime creates it for you, it will automatically be assigned to the "Other Income" account in QuickBooks. If you need to change that to point to a different account, you can do so in QuickBooks anytime. QuickBooks should give you the option to retroactively assign those transactions to the new account.

How to export a payment to QuickBooks

1. Launch QuickBooks and ensure your company file is opened. The company file that is open in QuickBooks is the one that OnTime will connect with.
2. From the Billing area in OnTime Management Suite, choose the Payments list.
3. Select one or more payments from the list, right click with the mouse, and choose Post to QuickBooks.
4. A window will appear with a list of the payments you selected to transfer. Review the list and then click the button labeled Send to QuickBooks.
5. If you are prompted for permission to allow OnTime to communicate with QuickBooks, ensure that OnTime is granted those rights.
6. Answer any onscreen prompts to ensure all information is successfully copied to QuickBooks.

OnTime keeps track of the payments that are transferred to QuickBooks and will alert you if you try to send the same payment more than once. However you always have full control over this process in case you want to delete the payment in QuickBooks and import again from OnTime.

The reference number in OnTime will be used as the payment number in QuickBooks. You can choose to override this and change the payment number once it is in QuickBooks.

OnTime requires that the company name of a customer exactly match the customer name in QuickBooks. If a match is not found, OnTime can create a new customer record for you. It is important to keep the names of your customers consistent between OnTime and QuickBooks in order to minimize duplicate customers.

OnTime will automatically attempt to apply payments to invoices as you've specified in OnTime. However this is subject to those invoices existing in QuickBooks so that the payment in QuickBooks can be applied correctly.