Linking QuickBooks bills to Phases in Knowify

Knowify and QuickBooks allow you to create a bill in QuickBooks and have this expense log to both the specific job and phase it is associated with in Knowify. This does require specific setup in Knowify and QuickBooks in order for the bill to map correctly.

Knowify

In order to start this process, ensure that all relevant phases are mapped to an existing catalog item.

QuickBooks will use the Catalog items as a reference to ensure that the bills are pointed at the correct phases. If the phases were not connected to a catalog item upon creation, not to worry! Phases can always be associated with catalog items after the fact by clicking the Catalog Icon!

QuickBooks

When creating the bill in QuickBooks, you will need to enter the bill's information under Item details, not Category details. This is because you will specifically need to use the 'Product/ Service' field to link this bill back to the phase in Knowify. First, select the job/project using the field 'Customer/Project'

To link the bill to a specific phase, Fill in the 'Product/Service' field with the item that matches the Catalog item you referenced in Knowify. As a reminder, you linked your Knowify phase to this Catalog item as well.

Tip

You can also enter multiple expenses against different phases simultaneously by entering several lines on the same bill and pointing them at different 'Product/ Services. 

Once you are done creating the bill, save and close, and then on the next sync between QuickBooks and Knowify, the expense should pull into the job/ phase(s):

 

Note

If you do not properly designate a phase when pulling QuickBooks bills into Knowify, all expenses will be logged against the first phase created for the job in Knowify. Please note that this is based on creation date, and not the order phases are arranged in Plan & Track