The QuickBooks Integration - Setup and Invoicing

This article covers the Gravity Legal QuickBooks integration, including how to setup the integration, accept payments on QuickBooks invoices and account for transactions. 

Note: If you are using Gravity Legal integrated with LeanLaw or Matter365, the functionality of these integrations will not be impacted. 

 

Integration Setup

1. In Gravity Legal, navigate to Settings - Integrations. Select + New Integration and select QuickBooks. 

Quickbooks Integration Enable

2. If you are not already logged into your QuickBooks account, you will be prompted to login. Once logged in, Gravity Legal will automatically initiate the integration.

Note: You must be the administrator of your QuickBooks account in order to authorize the integration. 

 

Account Mapping

Account mapping records payments made in Gravity Legal in QuickBooks. 

1. In Settings - Integrations, click View/Edit on the QuickBooks integration to access the integration settings.

2. Turn account mapping on.

3. For each linked trust deposit bank account in Gravity Legal, select a corresponding QuickBooks bank and liability account where those payments will be recorded as deposits in QuickBooks.

4. For each linked operating deposit bank account in Gravity Legal, select a corresponding QuickBooks account where those payments will be recorded as payments in QuickBooks.

5. If surcharging is enabled, you will have the option to select an account in QuickBooks where all collected surcharge fees will be recorded.  

Note that all fields are optional, and if no account is selected, the payment will not be recorded in QuickBooks. For example, if you would only like payments made into the trust account to be recorded in QuickBooks, then leave the QuickBooks accounts empty under the operating deposit bank account. 

Standing Links: Payments made on Gravity Legal Standing Links are not associated with a Client in the Client database by default. As a result, payments made on Standing Links will still be entered in QuickBooks but under the customer name Gravity Legal - Unknown. Standing Link transactions can be associated with a Client in the database in Gravity Legal after the transaction has been processed. At this time, the transaction will be associated with that QuickBooks customer in the database.

 

Invoicing

If invoicing is enabled, every time an invoice is created in QuickBooks, a corresponding Gravity Legal payment link is created and added to the Memo field on the invoice. 

Quickbooks Invoice Memo Field

 

1. In Settings - Integrations, click View/Edit on the QuickBooks integration to access the integration settings.

2. Enabled invoicing.

3. Select which linked deposit bank account in Gravity Legal will receive payments made on QuickBooks invoices. For most firms, this will be the operating account. 

Quickbooks Invoice Enable

 

4. Once this setting is enabled, all invoices created from that point forward will have links added to them. You must Save and close out of the invoice to trigger insertion of the link. Creating the invoice and clicking Save and send will not be sufficient to trigger the addition of the link. 

Note: To print the Memo field to the email that goes out with the QuickBooks invoice, in QuickBooks navigate to Settings - Custom form styles and select your invoice template style. Next click on Emails and choose Full details under the header, How your invoice appears in emails.

For the best invoice presentation, navigate in QuickBooks to Settings - Account and settings - Sales. Scroll to Online Delivery and select Show full details in email. Set the Additional email options to Online Invoice.  

Quickbooks Invoice Email

 

4. Enter a custom message that informs the client to click the link to pay.

Quickbooks Invoice Tempalte

5. All payments made on links added to QuickBooks invoices will be applied to their corresponding invoice in QuickBooks. Note: payments made on these links will NOT use the account mapping rules mentioned above, but will assume the deposit account rules setup in QuickBooks associated with the lines items on the invoice. 

 

Sync Clients

1. To sync all QuickBooks clients to Gravity, in Settings - Integrations, click View/Edit on the integration to access the integration settings.

2. Enable Sync QuickBooks Clients.

Quickbooks Sync Clients

3. All QuickBooks customers will then be imported as clients into Gravity. New clients added in QuickBooks will automatically be added to Gravity as they are created. 

4. Use the Merge Clients functionality under the Clients tab in Gravity to combine clients created in Gravity Legal with new clients created through the QuickBooks sync. This will help eliminate duplicate records.  

 

A Note on Refunds

Currently refunds and ACH returns are not supported through the QuickBooks integration. If you run a void or refund or receive an ACH return, you must record the associated debit in QuickBooks manually. 

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For additional information contact support.

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