QuickBooks Online Integration

Smokeball Billing integrates with QuickBooks Online for your accounting system for back-office and general ledger. The integration is a one-way sync from Smokeball Billing to QuickBooks Online. Smokeball Billing only sends over monetary transactions. See the chart below for more details.

Items that:

WILL sync to QuickBooks Online

WILL NOT sync to QuickBooks Online

  • Payments to invoices
  • Trust deposits
  • Operating Retainer deposits
  • Trust checks/payments
  • Operating checks (advanced costs)
  • Reversals or deletions of any of the above transactions
  • Time/fee entries
  • Expense entries
  • Invoices
  • Trust or Operating Retainer Transactions related to moving money from one matter to another in Smokeball Billing. (Transfer)

When signing up for QuickBooks Online, any subscription OTHER than the Freelancer/Self-Employed plan will work for the integration. The Freelancer/Self-Employed plan in QuickBooks does not allow you access to a chart of accounts, which is required for the integration. Make your QuickBooks Online purchase based on the other accounting features you need.

If you are brand new to Smokeball Billing, use the following as a guideline for the best time to turn on the QuickBooks Online integration. Transactions that are entered into Smokeball Billing will be sent to QuickBooks Online only AFTER the integration is turned on. Transactions prior to turning on the sync will not be sent to QuickBooks.

What does this mean for your firm?

  • If you are new to QuickBooks online, you may want to turn the integration on right away. This way, all deposits into Trust or Operating Retainer will also be sent to QuickBooks Online and may help with the initial setup of your new QuickBooks account. Please check with your accountant first.
  • If you are an existing QuickBooks Online user, please wait to turn on the sync until you have entered all previously existing funds in Trust and Operating Retainers into Smokeball Billing. (If you turn on the sync too early, your accountant may have extra journal entries to contend with.)

How to use Smokeball Billing and QuickBooks together

Smokeball Billing QuickBooks

- Time Recording

- Billing

- Expenses

- Invoicing

- Receipts

- Trust or Operating Check Printing

- Debtor Management

- Trust Deposits and Payments

- Trust Account Reconciliation

- Trust Reports

- Firm Reports

- General Ledger

- Profit & Loss

- Payroll

- Back-office transactions including rent, expenses, etc.

How to Set Up the QuickBooks Online Integration

  •  Navigate to Firm Settings

  • Under QuickBooks, select "Connect to QuickBooks."
    • Sign in to QuickBooks Online and follow the prompts to authorize the integration.

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  • Once you have authorized the integration, choose the appropriate accounts to integrate and save. Please submit a support ticket if you have any questions about the Trust integration. Smokeball Billing does not currently allow for multiple trust or operating accounts.
    • Below is a description of each account to integrate.

Account Name

Category

Detail

Operating Bank Account

Bank

Checking

Legal Fees Account

Income

Service Fee Income

Client Expenses Account

Income

Non- Profit Income

Operating Liability Account

Liability

Current Liability

Operating Check Expense Account Expense Supplies & Materials

Trust Bank Account

Bank

Trust Account

Trust Liability Account

Liability

Current Liability

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  • The following transactions in Smokeball Billing will appear as Journal entries in QuickBooks Online Reports and Bank Registries .
    • Trust Account Deposits
    • Operating Deposits
    • Deposit Reversals
    • Invoice Payments to Invoices
      • Individual Payments
      • Split Payments
    • Invoice Payment Reversals
    • Invoice Overpayment to Relevant Retainer
    • Operating Checks for Expenses
    • Trust Checks for Settlement Disbursal, Expenses, Client Refunds

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