QuickBooks Desktop Integration

Overview

If you are a Bullhorn One user and use QuickBooks Desktop (QBD) for your invoicing, this integration will sync your invoice-related data autonomously, ensuring accurate and timely data for your client invoicing. This article explains how the integration works and how to configure the connection between Bullhorn One and QuickBooks Desktop.

How Does the QuickBooks Desktop Integration Work?

The integration includes a Data Sync and an Invoice Sync between the two systems.

The Data Sync will initially sync the following data between the systems:

  • Client Corporationsfrom Bullhorn One to QBD
    • Note: This includes standard Corporation Data only.
  • Item Names from QBD to Bullhorn One
  • Class Names from QBD to Bullhorn One

When run, the Invoice Sync will sync the following new data between the systems:

  • All Invoice data from invoices marked as Finalized or Queued for Export from Bullhorn One to QBD
    • This includes any Client Corporations attached to Invoices
  • Item Names created in the last 60 days from QBD to Bullhorn One
  • Class Names created in the last 60 days from QBD to Bullhorn One

Pre-Requisites

Before Bullhorn can configure the integration, you must:

  • Be live on a Bullhorn One system and have paid for the configuration of the integration
  • Purchase the required Workato licences to cover each connection (typically two)

Please contact your Bullhorn Representative for more information.

Enabling the Integration

You will work with the Bullhorn Professional Services team on the configuration of this integration to your Bullhorn One system. The assigned Bullhorn resource will update the following settings based on your requirements:

  • Enable Taxes, Discounts and Surcharge (TDS) V2
  • Set up additional or alternate Quickbooks Client Name field on the Client Corporation
  • Create an integration specific API User

To complete the integration you must then:

Using QuickBooks with Bullhorn One

Once your invoices have been finalized in Bullhorn One, you are ready to export them to QuickBooks. The steps below explain how the invoices will be exported to QuickBooks.

Exporting Invoices in Bullhorn One

To prepare the Invoices for export:

  1. From the Invoices list check the box next to all the finalized invoices you want to export.
  2. From the Actions / # Selected drop-down, choose Export to General Ledger.
    • The invoice status will change to "Ready to Export."
  3. If Auto Run is enabled in your QuickBooks Web Connector, the invoices will export automatically. If you want to process your invoices on a specific day, you should manually run the Web Connector as required by following the steps below.
  4. Once the process is complete the status will change to "Export Successful".

If the export status is "Export Failure", an issue will be added to your Bullhorn ATS Issue log.

Running the QuickBooks Web Connector

To trigger the invoice data to QuickBooks Desktop, you must run the web connector:

  1. With QuickBooks open, select File > Update Web Services to launch the QuickBooks Web Connector.
  2. Check the box next to the integration you wish to run.
  3. Choose Update Selected.