Setting Up QuickBooks Integration (Beta)

Step 1: Set Up Products and Services in QuickBooks

1. Log into your QuickBooks account
2. Navigate to Products and Services
3. Verify that your billing services are set up (e.g., "Armed Security Guard Service" and "Unarmed Security Guard Service")
4. If needed, create any missing service items that you'll use for billing

Step 2: Set Up Customers in QuickBooks

1. In QuickBooks, go to your Customers list
2. Ensure all clients you want to bill are added as customers in QuickBooks

Step 3: Connect Officer Apps to QuickBooks

1. Log into your Officer Apps account
2. Go to Account > QuickBooks Settings
3. Click Connect to QuickBooks
4. If this is your first time connecting, you'll be prompted to enter your QuickBooks credentials to authorize the integration

Step 4: Configure Billing Rates for Your Sites

1. In Officer Apps, navigate to Client and Site
2. Select the site you want to configure
3. Click on the QuickBooks tab
4. Select the appropriate QuickBooks customer from the dropdown
5. Enter your shift rates:
   • Enter the rate amount (e.g., $20 for regular officer rate)
   • Select the corresponding line item from QuickBooks
   • Add a description if needed
   • Repeat for each rate type (e.g., armed officer rate at $40)
6. Save your billing rate configuration

Step 5: Create Billable Shifts

1. Create shifts as you normally would in Officer Apps
2. Select the site you configured in Step 4
3. When setting up the shift details, choose the shift rate you want to apply
4. Complete and save the shift
5. Any officer who works this shift will be billed at the selected rate

Step 6: Generate and Push Invoices to QuickBooks

1. Go to QuickBooks Billing in Officer Apps
2. Select the site or client you want to invoice
3. Verify the date range is correct
4. Click Get Data to load the billable hours
5. Review and edit any clock-in/clock-out records if necessary
6. Click Create QuickBooks Invoice
7. The invoice will be automatically pushed to QuickBooks

Step 7: Verify and Send Invoice in QuickBooks

1. Log into QuickBooks
2. Navigate to Sales > Invoices
3. Locate your newly created invoice (check by date created)
4. Review the invoice details
5. Continue with your regular QuickBooks workflow to send and manage the invoice