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QuickBooks Online: Using the QuickBooks Online Integration

The Quickbooks Online integration is available to subscribers of our Legacy, Boutique, and Elite plans.

You can upgrade to the Boutique or Elite plan in the app, or if you’re interested in seeing how this feature can work for your law firm feel free to contact us by email or give us a call at 1-888-858-2546 (choose option #1).

After you have set up the integration by following the instructions here, you will now have a bi-directional sync of your Contacts in Clio to QuickBooks Online and a one-way sync of your Bills and Payments from Clio to QuickBooks Online. It can take up to 24 hours for the initial sync to complete, but the sync will occur periodically every five minutes.

Contents

Contacts
Bills
Troubleshooting - Re-syncing Invoices, Contacts, Payments and Credit Notes

Contacts

Only your Clio Contacts with Approved invoices (in Awaiting Payment) will be synced with QuickBooks Online. Personal Contacts that have no invoices will not be synced over to QuickBooks Online.

When you first sync your Clio account to QuickBooks Online, the sync will look for a match between Contact names and email addresses. When a match is found, the Contacts are linked. Any changes or additions to Contact information will be synced between the two applications. When Contacts are transferred to QuickBooks Online from Clio you will see your client's name followed by "Clio" and a custom ID number.

This number will match what is displayed in Clio on the Contact's page URL address.

Any Contacts that exist in QuickBooks Online but not in Clio will not be brought over to Clio.

Phone Numbers

Phone numbers in Clio and QuickBooks Online will be matched up as follows:

Clio   QuickBooks Online
Phone (Primary)  >  Phone
Phone (Mobile)  >  Mobile
Phone (Home)  >  Other
Phone (Fax)  > Fax

Email Addresses

While Clio supports multiple email addresses, QuickBooks Online only supports one email address. The email address that is specified as "Primary" in Clio will be linked to the email field in QuickBooks Online. 

Mailing Addresses

Addresses in Clio and QuickBooks Online will be matched up as follows:

Clio   QuickBooks Online
Address (Work)  >  Shipping Address
Address (Billing)  >  Billing Address

 Edits to Contacts

You can edit the information in either Clio or QuickBooks Online and it will reflect in the other. Please note it can take up to five minutes for the sync to occur.

Bills

When you sync your Bills from Clio to QuickBooks Online, all of your Approved Bills in Clio will show on the "Sales" page in the "Transactions" area of QuickBooks Online. This is also where you will find any payments and credit notes applied to your Bills in Clio.

bills.png

Editing Invoices

To edit an invoice, you must do so in Clio. Any changes to invoices in QuickBooks Online will not be reflected back to the Clio invoice and will be overwritten the next time the integration syncs.

Applying Payments

Payments made on an invoice in Clio will appear in QuickBooks Online connected to the associated invoice. If you delete or edit a payment in Clio, the deletion or edit will also be reflected back in QuickBooks Online.

Payments made on an invoice in QuickBooks Online will NOT be reflected back in Clio. Similarly, deleting or editing a payment in QuickBooks Online will NOT delete/edit the payment back in Clio.

Troubleshooting - Re-syncing Invoices, Contacts, Payments and Credit Notes

There are a number of reasons why the connection between your Clio Contacts, invoices, or payments and their QuickBooks Online counterparts may break [including a manual deletion of the synced item in QuickBooks Online]. If a previously synced item in QuickBooks Online ever loses its link to Clio, you will see a notification in the "Sync Status" of the "Bill Syncing" settings page in Clio. To re-establish the sync between Clio and QuickBooks Online for that item, click the accompanying "re-sync" link.