Accessing the QuickBooks Sync Window
Once your firm has setup the QuickBooks integration, go to Manage Integrations in the top-right corner of your MyCase dashboard and scroll down to find the QuickBooks integration tile.
Syncing Invoices and Payments
The QuickBooks Sync window (pictured below) shows all invoices and payments that have not yet been synced with your QuickBooks account.
Filter by date (optional): Use the date selector to enter a date range covering the invoices and payments you want to sync, then click Filter List. By default, the window shows only un-synced items.
Select items: Choose the specific invoices and payments you'd like to sync, either by checking them off individually or by using the Select All options at the top of the window.
Sync: Click Sync with QuickBooks to send the selected transactions to QuickBooks. If a client doesn't already exist in QuickBooks, MyCase automatically creates a new record for them.
Sync limit: To prevent the sync from freezing, sync no more than 10 invoices at a time. You will need to contact support in order to un-freeze your sync.
Payments and Auto-Sync
If an invoice has payments associated with it, those payments sync to QuickBooks at the same time as the invoice.
The Payments section only displays a payment once its invoice has been synced to QuickBooks and a payment is subsequently made — this gives you full control over what information is sent to QuickBooks.
Auto-sync payments: Under the Invoice Payments section, you can enable or disable auto-sync payments. When enabled, this automatically syncs all payments made on invoices that have already been sent to QuickBooks, so you don't need to sync them manually.
Important Notes
Contact matching: The sync matches contacts between MyCase and QuickBooks using the client's First Name and Last Name. These fields are critical to a successful match.
Balance forward invoices: QuickBooks does not have Balance Forward functionality. Invoices with a balance forward will sync only their new billing items.
Deposits into credit: The sync cannot bring over deposits into credit. Payments on invoices paid from a credit deposit will reflect the date the credit was applied, not the date it was deposited.
Refunds and rejected eChecks: Refunded payments and rejected eCheck transactions will not sync to QuickBooks, although the original payment will. You'll need to enter refunds and rejected transactions directly into QuickBooks yourself.