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QuickBooks Integration (Accounting)
QuickBooks Integration (Accounting)

Connect Better Clinics to QuickBooks

Trentenn avatar
Written by Trentenn
Updated over a week ago

Better Clinics can do a lot and is perfect for managing your daily clinic life, but teamed with QuickBooks accounting software you'll be set for financial mastery.

Once connected to QuickBooks you can simplify your bank reconciliation, easily track GST and automatically group and push your Better Clinics sales into your chart of accounts – saving time, reducing errors and helping you better understand how your business is tracking financially. Plus, both apps are fully online so you can access your data on the go.

Benefits of integrating Better Clinics with QuickBooks

Simplified bank reconciliation
Automatically push daily sales from Better Clinics to QuickBooks by payment method, directly into your nominated bank account. Manage GST and income by chart of account – making it easy to reconcile.

Breeze through your BAS & GST obligations
Any GST recorded in your appointments or merchandise sales in Better Clinics will sync to QuickBooks, so you can easily keep track of your GST obligations – ready for tax time & BAS submissions.

Track your income by product
Your product/services sales are grouped and pushed into a nominated chart of accounts, helping you to get valuable insight into what product or service is bringing the most money into your clinic.

How to connect Better Clinics to QuickBooks

  1. Go here

  2. Or go to Settings > Locations > Select Business to connect (you can connect a business to only one accounting integration at a time)

  3. See the QuickBooks integration tile, click 'Connect to QuickBooks'

  4. You will be redirected to the QuickBooks Sign-In screen.

  5. Sign In with your QuickBooks credentials

  6. Give permission to share data with Better Clinics

  7. You have now connected your accounts, you must now configure the connection so Better Clinics know where to send your data within QuickBooks

  8. You must now complete the configuration

There are 4 steps to mapping your Better Clinics data with your QuickBooks Organisation. Follow these steps to ensure your data will successfully transact to your QuickBooks account.

These are the steps: 

  1. Choose Organisation. If you have more than one Organisation select the QuickBooks Organisation you would like data to be sent to. Then select the Tax code for transactions with tax and without tax.

  2. Click Next

  3. Now, Map Better Clinics Payment Methods to Bank Accounts in QuickBooks. We've listed your Better Clinics payment methods on the left and fetched your bank accounts from QuickBooks on the right. Select the QuickBooks bank account you want each payment method to map to. Once done any actual payments received (e.g. Cash, Visa, MasterCard) and recorded on your invoices will be sent to your nominated bank account in QuickBooks.

  4. Click Next

  5. Create a consolidated Chart of Accounts across Better Clinics and QuickBooks. We've listed your Better Clinics Chart of Accounts methods on the left, and fetched your Chart of Accounts from QuickBooks on the right. To create a consolidated Chart of Accounts, move Better Clinics Chart of Accounts items from the left that you would like to use in QuickBooks by clicking on the arrow or dragging the item across to the consolidated Chart of Accounts list on the right. Once added, they will appear at the top of the consolidated list under the title 'Added'. You can also delete Chart of Account options from your consolidated list. Once this Chart of Account list on the right is finalized, the consolidated list will be available in Better Clinics and QuickBooks.

  6. Click Next

  7. Map Better Clinics Products to your Consolidated Chart of Accounts. We've listed your Better Clinics products on the left (by type: appointments, appointment packs and merchandise) and your Chart of Accounts that you finalised on the right. Select the Chart of Account you want each of you products to map to. e.g. your Physio Appointments could be mapped to your Physio Appointment Income Chart of Account in QuickBooks. Once done income from your product sales will be sent to your nominated Chart of Accounts in QuickBooks so you can see sales by product.

  8. Click Next

  9. Your integration setup is now complete and you will see a confirmation popup. 

  10. Better Clinics and QuickBooks accounts are now linked and data will start syncing automatically daily at 12:30am for the day before. 

Better Clinics sends your data to QuickBooks daily as a Manual Journal. This Journal includes the Journal Date, Description (includes location name to differentiate between income from different clinic locations), Chart of Account for Income received, Payment Methods you have accepted and the GST collected. You can then reconcile the Journal with your accounts.  

Edit your Connection with QuickBooks
You can edit your connection at any time. 

  1. Go here

  2. Or go to Settings > Locations > Select Business to connect (you can connect a business to only one accounting integration at a time)

  3. See the QuickBooks integration tile, click 'Edit Connection'

  4. Step through the same connection steps above. 

  5. Once done the connection data mapping will be updated

Edit Mapped Payment Methods
You can edit your payment methods in Better Clinics with your bank accounts in QuickBooks at any time. You can do this by editing the connection as above, or;

  1. Go here

  2. Or go to Settings > 'Mapped Payment Options In QuickBooks' pod

  3. You can edit the mapped payment methods

  4. Save

Map a New Payment Method in Better Clinics to QuickBooks
If you add a new payment method to Better Clinics:

  1. Go here

  2. Or go to Settings > Add Payment Options

  3. Add new payment options

  4. Save

  5. Go to Settings > 'Mapped Payment Options In QuickBooks'

  6. Select the Bank Account you want this new payment method to be mapped to in QuickBooks

  7. Save

Note: If you have added a new bank account to QuickBooks and you want to update this to your Better Clinics Payment Options you will need to Edit Connection.

Edit how Better Clinics Products are mapped to QuickBooks Chart of Accounts
Once you have connected to QuickBooks, all your products will have a new field in their settings 'QuickBooks Chart of Account'. This is the Chart of Account to which any product sales will be sent. 

To add or edit the Chart of Account associated with the Product:

  1. Go here

  2. Or go to Settings > Products

  3. Select the product to edit, or add a new product

  4. Edit the Chart of Account, or add a new Chart of Account to the product. Any new Chart of Account added here will be added to QuickBooks and your Better Clinics consolidated Chart of Accounts.

Note: QuickBooks Self-Employed is not supported. The QuickBooks Online API is not designed to work with QuickBooks self-employed and also there are no APIs for QuickBooks Online self-employed yet. Also, note 'QuickBooks Self-Employed does not upgrade to other QuickBooks products.'

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