Quickbooks Integration Overview

Connecting Ressio to QuickBooks Online allows you to automatically push and pull financial data between the two systems — keeping your budgets accurate, up to date, and aligned with your accounting records.

Feature Benefits

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Table of Contents

1. What Does Ressio Integrate with QuickBooks?

2. How Does the Integration Work?

3. Configuring QuickBooks

4. Integrating with QuickBooks

5. Integration Settings

   1. Enable Pushing Bills to Quickbooks

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What Does Ressio Integrate with QuickBooks?

Project Expenses (Pull)

Ressio pulls these expense types from QuickBooks and displays them as Actuals in your budget:

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Time Entries (Push/Pull)

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Client Invoices (Push)

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Bills (Push/Pull)

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How Does the Integration Work?

Three key areas enable the QuickBooks connection:

1. QuickBooks Account — Connect your QuickBooks Online account to Ressio.

2. QuickBooks Customer — Link a QuickBooks customer, sub-customer, or project to your Ressio project.

3. Quickbooks Product & Services — Ressio uses QuickBooks service codes (cost codes) to categorize costs. Each is linked to a general ledger account for high-level reporting.

 

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Configuring QuickBooks

Before integrating, make sure Quickbooks service codes are set to appear on bills, expenses, time entries, and bank transactions.

Quickbooks Settings

Select the gear icon in the upper right and choose Account and settings.

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Sales

Turn on:

• Show Product/Service column on sales forms

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Expenses

Turn on:

• Show items table on expense and purchase forms
• Track expenses and items by customer

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Service Codes

Go to Sales - Products & Services to access your service codes.

Use the green New button to add a Service code. Use the down arrow to import codes in bulk.

Enabling codes

Select the Edit button on the right to edit codes.

The following boxes must be checked for Service codes to integrate:

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Integrating with QuickBooks

To integrate your project with Quickbooks you'll need to:

Connect your account

Go to Company Settings - Integrations to connect your account.

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Connect or import QuickBooks Products & Services

Go to Company Settings - Cost codes to begin connecting cost codes.

For more detailed instructions, visit: Integrating Cost codes from QB

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Connect your project

Ressio will integrate with a Quickbooks Customer, Sub-customer, or Project.

Go to Project Details - Financials to open the Connect to Quickbooks drop down.

Select an entity to match and choose Connect Project. 

Optional connections (Employees and Vendors)

• Connect employees to enable time entry push

• Connect vendors to enable Bill push

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Integration Settings

Customize your integration using the toggles under Connect to QuickBooks in your project’s financial settings:

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Enable Pushing Bills to Quickbooks

This setting allows bills created in Ressio to be pushed into Quickbooks. All bills push to Quickbooks as unpaid. You also have the ability to enable "Exclude pulling non-billable bills and expenses from actuals".

• Default billing cost code: Quickbooks requires a code to integrate in case one isn’t set in Ressio. We recommend coding all of your cost lines before syncing.

Bill Attachments

For bill attachments, there are two toggles underneath the 'Default billing cost code' that allows you to:

• "Push bill attachments to Quickbooks"
• "Pull bill attachments from Quickbooks"

Once everything is synced for bill attachments, to view attachments in Ressio:

1. Navigate over to the 'Budget' tab

2. Click the 'Applied Actuals' column.

3. When the window pop opens, search for your bill. 

4. Click the 📎 icon next to your bill and view the attachment

 

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Enable Quickbooks Time Tracking

This setting allows time to be pushed and pulled from Quickbooks, making payroll and job costing easier.

For more information on setting up the time integration, see Integrating Time Clock with Quickbooks

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Pulling actuals

Below enabling time activities, you can include already billed time in budge actual and non-billable time in budget actuals. Both of these are OFF by default. 

Click Sync Expenses on your budget page to pull financial data from QuickBooks.

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Enable Quickbooks Vendor Credits

This setting enables Vendor Credits to be synced into a project's budget. Toggle this on if you use Vendor Credits in Quickbooks.

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Enable sending Invoice to Quickbooks

This setting allows invoices created in Ressio to push into Quickbooks as customer invoices. When you enable this toggle, it is "Required for integrated invoices."

• Default Invoice Code: Quickbooks requires a service code for invoice items in case one isn’t assigned. We recommend assigning codes to all invoice items for accurate tracking.
• Profit code: Quickbooks requires all items to be coded, including markup. We recommend creating a profit code for accuracy.

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If you have any questions or need further assistance, contact our support team at support@ressiosoftware.com. We're here to help!