Quickbooks Online

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QuickBooks Online is cloud-based accounting software. With Clio’s integration with QuickBooks Online, you can sync your Clio contacts, approved bills, trust transactions, payment transactions, and expenses for accounting purposes. You can also print checks.

Important: Check with your accountant or Clio Certified Consultant for which settings are best for your firm.

Tip: Check out the QuickBooks Community Knowledge Base for more about using QuickBooks, including how to resolve specific error codes.

Set up integration

Note: You can only set up the Clio integration with QuickBooks Online if you have a QuickBooks online subscription and account. Clio integrates with QuickBooks Online Essentials, Plus, and Accountant (Advanced) but does not support the timekeeper or import hard costs features with QuickBooks Online Essentials. Clio does not integrate with QuickBooks Online Self-Employed (Simple Start).

Step 1: Set up Chart of Accounts in QuickBooks Online

  1. Go to QuickBooks Online.
  2. Set up your accounting ledgers in your Chart of Accounts.

 

Step 2: Configure suggested settings in QuickBooks Online

Before linking your QuickBooks Online account to Clio, you need to enable two settings to establish a proper sync connection and to prevent duplication of bill numbers.

  1. Go to QuickBooks Online.
  2. Click the gear icon to open your settings and then select Account and Settings.
  3. Select the Sales subtab.
  4. Click the pencil icon to edit Sales form content.
  5. Check the box next to Custom Transaction Numbers.
  6. Click Save.
  7. Select the Advanced subtab.
  8. Click the pencil icon to edit Other preferences.
  9. Check the box beside Warn me when I enter a bill number that's already been used for that supplier.
  10. Click Save.

Note: If you are starting in QuickBooks Online before Clio, adjust your first bill number in Clio to be a higher number than the last bill in QuickBooks Online. This will avoid duplication error since both Clio and QuickBooks Online will automatically number your first bill as number one.

 

Step 3: Link Clio to QuickBooks Online

You can link your Clio account to your QuickBooks Online account in your Clio Manage settings.

  1. Go to Settings > Bill Syncing.
  2. Click Connect to QuickBooks.
  3. Click Connect to grant Clio access to your QuickBooks Online account.
  4. Log in to QuickBooks Online and authorize the integration.

 

Set up bill syncing in QuickBooks Online

Before syncing approved bills and recorded payments from Clio to your QuickBooks Online account, start by matching each item in Clio to a Product or Service that you create in your QuickBooks Online account. Once this is done you can sync your approved bills and recorded payments.

Note: Your Products and Services need to be connected to the appropriate Chart of Accounts before matching items in Clio. Consult your accountant for which settings are best for your firm.

  1. Sign in to your QuickBooks Online account.
  2. Go to your settings (gear icon) and select Products and Services.

 

Sync approved bills and recorded payments

When configuring the integration settings in Clio, you can enable the approved bills and recorded payments sync, which means that bills created in Clio, credit notes, and payments recorded in Clio will sync to QuickBooks Online. Clio contacts with approved bills will also be synced to QuickBooks Online. If you enable this setting, you have three options for viewing taxes in QuickBooks Online:

  • Send line item taxes as their own distinct line item: Clio will create a separate line item for the tax amount for each individual time entry or expense. This option will not show a summary of total taxes.
  • Aggregate line item taxes into a single line item: Clio will create a single line item to sum up the total amount for each type of tax. This option will not show a summary of total taxes.
  • Include tax with corresponding line item: Clio will integrate with QuickBooks Online’s tax centre, which means that Clio will import sales tax rates from QuickBooks Online to perform sales tax calculations. If you select this option, Clio will override the primary and secondary tax values in your Bill Settings with values specified in QuickBooks Online. This option is only available for non-US versions of QuickBooks Online and will only apply to new bills created after enabling the feature.
Important: Include tax with corresponding line item is for firms based in Canada. Do not use this selection if you are located in the US.
Note: QuickBooks Online does not permit two separate taxes on the same line item. If you charge two taxes, you need to combine them as a single Group Tax.
US Canada
  1. Go to Settings > Bill Syncing.
  2. Beside QuickBooks Online click Configure Settings.
  3. Check the box for Export approved bills and recorded payments.
  4. Enter the start date for the export. Clio will only export approved bills issued on or after this date.
  5. Add a Clio prefix for exported bills to prevent duplicates.
  6. For the sales tax export selection, choose either Send line item taxes as their own distinct item or Aggregate line item taxes into a single line item.
  7. Click Save sync settings.
  8. You will now see your Clio contacts and bills sync to QuickBooks online every 30-60 minutes.

 

Sync trust transactions and enable check printing

In the integration's settings, you can enable the trust transactions and check printing sync. This means that trust transactions recorded in Clio, including trust deposits, disbursements, and applied trust funds, will be exported to QuickBooks Online as journal entries in the Trust Liabilities Account. Clio contacts with trust transactions will also be synced to QuickBooks Online. You can also schedule checks to be printed. Once printed, QuickBooks Online will send check numbers back to Clio.

Note: You can sync up to 15 trust accounts from Clio to QuickBooks Online.

  1. Go to Settings > Bill Syncing.
  2. Beside QuickBooks Online click Configure Settings.
  3. Check the box for Export trust transactions and check printing.
  4. Select the Clio trust account you want to sync to QuickBooks Online.
  5. Select the QuickBooks Online trust bank account and trust liability account you want to sync with Clio.
  6. Enter the start date for sync. Clio will only sync trust transactions from on or after this date.
  7. Optional: Check the box for Trust Disbursement & Check Printing to enable check printing.
  8. Click Save sync settings.

 

Import hard costs

Note: This feature is only available with QuickBooks Online Plus and Advanced Plans by turning on the hard/soft cost setting.

When configuring the integration’s settings in Clio, you can enable importing hard costs into Clio. This means that all hard cost expenses recorded in QuickBooks Online will be exported back to Clio. This is the only integration feature that syncs data from QuickBooks Online to Clio. Additionally, Clio contacts with active matters will also be synced to QuickBooks Online.

Tip: Learn more about hard cost expenses in Clio here.

The user assigned to the expense entry in Clio automatically defaults to the Primary Subscriber. The expense entry can be edited in Clio to change the user. To enable this feature:

  1. Go to Settings > Bill Syncing.
  2. Beside QuickBooks Online click Configure Settings.
  3. Check the box for Import hard costs.
  4. Enter the date you want to start importing hard costs.
    Note: The Contact associated with the hard cost must also have a matter created in Clio.
  5. Select the QuickBooks Online ledger from which Clio should import hard costs.
  6. Click Save sync settings.
Note: Only Expense and Check transaction types from QuickBooks Online will be imported into Clio.

 

Trust account reconciliation

Tip: Clio offers full trust account reconciliation right in Clio Manage. Learn more here.

If you are performing trust account reconciliation in QuickBooks Online, you can do so by syncing your trust account data from Clio to QuickBooks Online, running the trust ledger report in Clio, and then matching transactions in QuickBooks Online.

  1. Follow the steps above in Set up integration and Sync trust transactions and enable check printing to set up the trust transaction sync.
  2. In Clio Manage, go to Reports > Reports.
  3. Click Client under Categories.
  4. Select the Trust ledger report.
  5. Choose your parameters
  6. Select Generate report.
  7. Go to QuickBooks Online and compare the amounts.

 

Revoke access to QuickBooks Online

If you disconnect Clio's access to your QuickBooks Online account, the sync still maintains a memory of links between your synced bills, contacts, and payments in case you want to reauthorize access at a later time. If you connect to a different QuickBooks Online account after disconnecting the original account, you will lose the memory of links with the original QuickBooks Online account. 

  1. Go to Settings > Bill Syncing.
  2. Beside QuickBooks Online click Configure Settings.
  3. Click Disconnect from QuickBooks Online.

 

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