Using the QuickBooks Integration Setup Wizard

UDA QuickBooks Integration now offers even more dynamic options designed to give you ultimate control. But before you begin creating QuickBooks Estimates, Invoices, and Purchase Orders, you must define your preferences using the QuickBooks Integration Setup Wizard.

Make sure you have read all about QuickBooks Integration so you understand the risk of creating duplicate accounts in QuickBooks and how to best manage your QuickBooks exports.

UDA QuickBooks Specialists can assist with any questions regarding QuickBooks Integration. However, if you have questions about which accounting methods and practices will best fit your business, you should discuss your options with a bookkeeper or accountant.

@ IMPORTANT: If you are a previous user of UDA QuickBooks Integration, your settings will automatically be selected in the wizard. If you make any changes to the settings, your accounts may not align properly.

Define QuickBooks Integration preferences

  1. In an open estimate, go to QuickBooks Integration > QuickBooks Integration Initial Setup.

  2. On the welcome screen, choose your accounting type.

Expense/Cost of Goods Sold: Expenses and Income will be automatically recorded in QuickBooks at the time they are entered.

Construction Work in Progress: Expenses and Income are placed in holding accounts until the job is complete. You will have to make manual journal entries in QuickBooks to move expenses and income from these accounts.

Custom: Expenses and Income will be handled according to the selections you make throughout the wizard. If you are a previous user of QuickBooks Integration, you should use this option to ensure proper alignment with former integration preferences.

& NOTE: Selecting either Expense/Cost of Goods Sold or Construction Work in Progress will pre-select corresponding options throughout the wizard. If you select Expense/Cost of Goods Sold or Construction Work in Progress and then change any settings on following pages, your accounting method selection will automatically change to Custom.

  1. Click Next.

  2. Set preferences for your Outgoing Accounts. (Chart of Accounts Detail screen)

Use a Parent Account: Select this option if you want to have all of your UDA accounts separated from other accounts in QuickBooks. The default Account Name is UDA Costs. You can change the parent account name by typing in the text box.

Create a single account: All information will reference a single account in your Chart of Accounts.

Create an account for each Category in the UDA Estimate: Only categories in the estimate will become accounts in your QuickBooks Chart of Accounts.

Create an account for each Category and Subcategory in the UDA Estimate: All categories and subcategories in the estimate will become accounts in your QuickBooks Chart of Accounts.

& NOTE: If you want UDA Estimate information to integrate with existing accounts in QuickBooks, ensure that the categories and/or subcategories in the estimate are named the same as your existing accounts and use a Parent Account only if you were previously using one.

  1. Select an Account Type for outgoing expenses by using the drop-down menu under Account Type.  If you chose Expense/Cost of Goods Sold or Construction Work in Progress on the first screen, this option has been pre-selected for you. To learn more about account types, see Selecting Chart of Accounts Type for QuickBooks.

  2. Select if you would like to use Class Tracking. This option enables you to use estimate classifications such as Material, Labor, Subcontractor, Equipment, and Other for use in QuickBooks Class Tracking.

  3. Click Next.

  4. Set preferences for your Items. (Item Details screen)

Select Use Items if you would like to create QuickBooks Estimates, Invoices, and Purchase Orders. Selecting Items will create a QuickBooks Item for each UDA category, subcategory, and (if desired) item in the estimate. Each Item will be associated with its corresponding UDA Account in QuickBooks.

& NOTE: Costs are automatically included with items when you export. If you included tax in your UDA Estimate, the cost of an item will include tax when imported into QuickBooks.

Use a Parent Item: Select this option if you want to keep your estimate hierarchy in QuickBooks. The default Account Name is UDA Items. You can change the parent item name by typing in the text box.

Create an item for each Category and Subcategory in the UDA Estimate: Only categories and subcategories in the estimate will become items in QuickBooks.

Create an item for each Category, Subcategory, and Item in the UDA Estimate: All categories, subcategories, and items in the estimate will become items in QuickBooks.

& NOTE: It is highly recommended that you use items when exporting to QuickBooks. If you plan to use QuickBooks Items to create purchase orders and invoices, write checks, pay bills, etc., ensure that you select to Create an item for each Category, Subcategory, and Item in the UDA Estimate. Otherwise, utilize only Categories and Subcategories from your UDA Estimate as QuickBooks Items.

  1. Choose an Item type (Service, Non-inventory part, or Other Charge) in the drop down menu. If you chose Expense/Cost of Goods Sold or Construction Work in Progress on the first screen, this option has been pre-selected for you.

Service: Use this for services you either charge or purchase, such as specialized labor or consulting fees.

Non-inventory Part: Use this for goods you buy but do not track, such as office supplies or materials you buy for a specific job that you charge back to your customer.

Other Charge: Use this for miscellaneous labor, materials, or part changes, such as delivery charges or setup fees.

  1. Select Items are used for invoicing (recommended) if you would like to use income accounts. The next screen will enable you to set up the accounts.

  2. Click Next.

  3. If you checked Items are used for invoicing, you will need to set your preferences for Incoming Revenue Accounts.  If you chose Expense/Cost of Goods Sold or Construction Work in Progress on the first screen, this option has been pre-selected for you.

Type an Account Name under Revenue Account Detail. The default name is UDA Construction Payment.

Select an Account Type for incoming revenue by using the drop-down menu under Revenue Account Type. To learn more about account types, see Selecting Chart of Accounts Type for QuickBooks.

  1. Click Next.

  2. UDA recommends backing up your QuickBooks company file before exporting data. To complete the QuickBooks Integration Setup Wizard, you must check the box next to I have backed up my QuickBooks company file.

  3. Review your selections on the Review Setup screen.

If you are satisfied with your selections, Click Finish.

To make any changes, click the < Back button.

You have now set your preferences for exporting information into QuickBooks. To begin using QuickBooks Integration features, go to the QuickBooks Integration menu in an estimate and create QuickBooks Estimates, Purchase Orders, Invoices, and more.