Smokeball Start Integrations - QuickBooks Online

Smokeball Start integrates with QuickBooks Online for your accounting system for back-office and general ledger. The integration is a one-way sync from Smokeball Start to QuickBooks Online. Smokeball Start 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 Start. (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 Start, use the following as a guideline for the best time to turn on the QuickBooks Online integration. Transactions that are entered into Smokeball Start 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 Start. (If you turn on the sync too early, your accountant may have extra journal entries to contend with.)

Here is how to use Smokeball Start and QuickBooks together:

Smokeball Start 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 QuickBooks Integration:

  • Navigate to Firm Settings

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


  • 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 Start does not currently allow for multiple trust or operating accounts.
    • Below is a description of each account to integrate.

Account Name



Operating Bank Account



Legal Fees Account


Service Fee Income

Client Expenses Account


Non-Profit Income

Operating Liability Account


Current Liability

Trust Bank Account


Trust Account

Trust Liability Account


Current Liability


  • The following transactions in Smokeball Start will appear as journal entries in QuickBooks Online Reports and Bank Registries:
    • Trust Account Deposits
    • Trust Account Payments
    • Operating Retainer Deposits
    • Operating Retainer Payments
    • 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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