Planyard Quickbooks Integration

In this article, you will find a detailed description of the Planyard Quickbooks integration, how to set it up, and how to utilise all its features

Table of Contents

1. Introduction
2. Quickbooks Integration Video Tutorial
3. Data Transfer Details
4. How to Setup QuickBooks Integration
5. Connect Chart of Accounts

Introduction

At Planyard, we understand that efficient budget management is key to the success of construction projects. That's why we've partnered with QuickBooks, one of the leading accounting software platforms, to streamline your financial workflows. Our integration allows you to automatically transfer cost documents directly from Planyard to QuickBooks, eliminating the need for manual data entry and reducing the risk of errors.

This powerful integration not only saves you time but also ensures that your financial data is always synchronised and up-to-date, providing a real-time view of your project finances. With Planyard and QuickBooks working together, you can focus more on delivering successful projects and less on administrative tasks.

Quickbooks Integration Video Tutorial

Data Transfer Details

Let's review the information exchanged between Planyard and QuickBooks once the integration is set up:

• Planyard sends all approved costs to QuickBooks. Each cost includes a reference to Planyard to easily review the associated cost document.
• Planyard will import accounts used in QuickBooks. When creating a new project, you can link all budget items to your chart of accounts in QuickBooks. This linkage ensures that Planyard includes the correct QuickBooks account in the data sent to QuickBooks.
• Contact information is exchanged bidirectionally; Planyard both receives and sends contact details to and from QuickBooks.

How to Setup QuickBooks Integration

Only users with permission to edit change company settings and integrations, as well as the correct permissions in QuickBooks. In order to set up the integration, log in to your Planyard account and follow these steps:

1. Click 'Company' in the top menu row.
2. Click 'Integrations' in the company menu row.
3. Under the QuickBooks logo, click 'Connect'.
4. Use your QuickBooks login credentials to connect Planyard with your QuickBooks account.

Planyard is now integrated with your QuickBooks account and all approved costs will automatically be sent to QuickBooks.

Connect Chart of Accounts

This setup allows for a direct linkage of Planyard’s budget line items to the corresponding QuickBooks accounts. By doing so, each approved cost is already tagged with the right account information when transferred to QuickBooks, streamlining the process of financial tracking and management. Let’s dive into the detailed steps to ensure a smooth and effective integration.

Once the integration with QuickBooks has been set up, navigate to your project and follow these steps to connect the line-items in your budget with the QuickBooks chart of accounts:

1. Go to 'Settings' in the project menu row
2. Activate the feature for chart of accounts
3. Click 'Assign accounts' once the feature is activated.
4. You will now see a table containing two columns:
   
   1. Line-item: displays all the line items in your budget. A warning triangle in front of a line-item indicates that no accounting account is selected for the item.
   2. Accounting account: displays the specific QuickBooks account where any cost for the budget line-item should be allocated. To select the account for a particular item, double-click an empty cell and select the account. You can also assign accounts to batches by clicking the empty cell of a category or subcategory; all subsequent line-items will then be categorised under the same account.

If the budget items used in Planyard correspond with accounts in QuickBooks, you can use the feature for automatically matching accounts. Planyard will automatically match budget-line items with accounts in QuickBooks named the same way. To use this click 'Auto match accounts' in the top right corner.