BMS-QuickBooks Desktop integration, configuration and how to use

Introduction

This guide takes you through the process of BMS-QuickBooks desktop integration, step by step.

QuickBooks Versions Currently Supported

Quickbooks Desktop version 2022, QB SDK 15 is officially supported. Navigate to Home > Downloads > Quickbooks > Download to download the latest file. The following versions of QuickBooks are currently supported:

IMPORTANT  We now support v2023. 

• • 2023
  • 2022
  • 2021
  • 2020
  • 2019
  • 2018
  • 2017
  • 2016
  • 2015
  • 2014
  • 2013
  • 2012
  • 2011

Countries Supported

BMS QuickBooks desktop integration is supported in the following countries:

• Australia
• Canada
• India
• UK
• US

Connecting to QuickBooks

IMPORTANT  We are deprecating legacy QuickBooks connector in BMS. Therefore, all users must download and use the connector that was released in Feb 2020. You can find this download link under BMS > Home > Downloads > QuickBooks tile. To use the new connector, uninstall the old one and download and install the new connector from the above page.

To connect BMS to QuickBooks Desktop, you should have the QuickBooks Desktop Connector application. For a successful connection, the QuickBooks Desktop application must be started as Admin in single user mode. However, you can switch to multi-user mode after setup. Filter by Class is present for invoices on the QuickBooks Desktop connector.

If the QuickBooks Connector application was not started, it will prompt a warning.

Once the application is connected, your will see the name of the QuickBooks Company which you are connected to on the top of the QuickBooks Desktop connector application.

To approve the connection from a third-party application select “Yes, always, allow access even if the QuickBooks is not running”, then click Continue.

Connecting to BMS

Next step is to connect the QuickBooks Desktop Connector application with your BMS account.

1. Navigate to the Options > Authentication tab.
   
   
2. Click the Connect button and provide the necessary information to connect.
   • Select the target BMS server
     
     
     
     
   • Specify the company you want to connect to.
   • Provide Username and Password.
3. Once the connection is established, you will be able to see the connection status.
   
   

Setting up Default Options

For a successful synchronization between BMS and the QuickBooks Desktop application, it is recommended to setup some default options for the QuickBooks Desktop Connector application.

1. Navigate to Options > Default tab.
2. Setup necessary default options. The default options include the following:
   • Default Sales Income and Expense Account:
     • Applies to all items except Inventory Items;
     • The sync will use these defaults when the items being sent from BMS to QuickBooks Desktop application while exporting an invoice for example does not have an associated Income/Expense account.
   • Default Inventory Income Expense Account:
     • Applies to Inventory Items only.
   • Invoice Due Date:
     • This option provides the ability to dynamically set the due date when exporting invoices from BMS. Example of options: “7 Days from the invoice date”, “20th of the invoice month”, “Invoice generated date”.
   • Default Tax Codes:
     • Taxable and Non-Taxable codes.
       
       

Synchronizing Items from QuickBooks to BMS

The QuickBooks Desktop Connector application provides the ability to load and export the following items to your BMS account:

• Customers
• Vendors
• Items
• Classes
• Chart of Accounts

Synchronizing Items from QuickBooks to BMS Account

1. Select the item you want to synchronize;
2. Click the Import button. A popup window will open.
3. Select records from a grid.
4. Select the target from the Import As dropdown.
5. Click the Import button. The processing results of selected items starts.
   
   

Example of loading 'Chart of accounts' from the QuickBooks Desktop application and exporting it to BMS account.

Exporting Invoices from BMS to QuickBooks Desktop

The QuickBooks Desktop Connector application provides the ability to load invoices from BMS which have Ready to Send or Sent status and has not been exported to QuickBooks Desktop yet.

NOTE   When you create an invoice for the first time for an account, it creates that account in QuickBooks when you transfer that invoice to QuickBooks.

The following options are provided:

• Load All Invoices
• Or Load Invoices based on a filter

Sending Invoices from BMS to QuickBooks Desktop

1. Select the All Invoiced or Filter Invoices option.
2. Click the Load button for the invoices to be loaded.
3. Select the invoices you want to be exported.
4. Click the Process button.
   
   
   • The processing results of selected invoices starts.
     
     
     
   • Once the process is completed, you can filter and group the result to see the details and errors.
     
     
     
     
     

Data Mapping

Account Code

QuickBooks Entity: List > Chart of Account

BMS Field	QuickBooks Field
Account Code	Number
Account Name	Account Name
Description	Description
Account Type	Account Type
Parent Account	Sub account of

Product

QuickBooks Entity: Lists > Item List > Non-inventory Part

BMS Field	QuickBooks Field
Product Name	Item Name/Number
Product Description	Description of Sales Transactions
Expense Account	Expense Account
Income Account	Income Account
Requires Procurement (Yes/No)	Non-inventory
SKU/Unique ID	Manufacturer's Part Number

Work Type

QuickBooks Entity: Lists > Item List > Service

BMS Field	QuickBooks Field
Work Type Name	Item Name/Number
Description	Description
Income Account	Account
Taxable	Tax Code

Services

QuickBooks Entity: Lists > Item List > Service

BMS Field	QuickBooks Field
Service Name	Item Name/Number
Unit Price	Sales Price/Rate
Description	Description
Income Account	Account
Taxable	Tax Code

Expense Type

QuickBooks Entity: Lists > Item List > Service

BMS Field	QuickBooks Field
Name	Item Name/Number
Description	Description
Income Account	Income Account
Taxable	Tax Code

Discount Type

QuickBooks Entity: Lists> Item List> Discount

BMS Field	QuickBooks Field
Name	Item Name/Number
Description	Description
Income Account	Account
Taxable	Tax Code
Discount Type	Amount or %
Value	Amount or %

Tax Group

QuickBooks Entity: Lists > Item List > Sales Tax Group

BMS Field	QuickBooks Field	Notes
Name	Group Name/Number
Tax Rate	Tax Item
Description	Description
Group Rate	Group Rate
Related Tax Items	Sub Tax Items	Refer to Data Mapping

Tax Item

QuickBooks Entity: Lists > Item List > Sales Tax Item

BMS Field	QuickBooks Field
Name	Sales Tax Name
Tax Rate	Tax Rate (%)
Description	Description
Tax Agency	Tax Agency (vendor that you collect for)

Accounts

QuickBooks Entity: Customer/Vendor

BMS Field	QuickBooks Field
Account	Customer/Vendor Name
Address Line 1	Address
Address Line 2	Address
City	City
State	State/Province
Post Code	Zip/Post Code
Country	Country/Region
Phone Number	Main Phone
Fax Number	Fax
Email Address (Billing Address Info)	Main Email

Invoice

QuickBooks Entity: Invoice

BMS Field	QuickBooks Field
Account	Customer: JOB
Class	CLASS
Invoice Date	Date
Due Date	Due Date
Tax Item	Sales Tax
Total Price	Total
Grand Total	Balance Due
Address Line 1	Billing Address
Address Line 2
City
State
Country
Post Code
Note	Memo

Invoice Item

QuickBooks Entity: Invoice Item

BMS Field	QuickBooks Field
Item Name	ITEM
Description	Description
Quantity	QTY
Unit Price	Rate
Total Price	Amount
Taxable	Tax
Class	Class

Payment

QuickBooks Entity: CustomerPayment

BMS Field	QuickBooks Field
Account	Received From
Payment Date	Date
Reference #	Reference #
Payment Type	PMT. method
Memo	Memo
Invoice Number	Number
Invoice Date	Date
Amount	AMT. Due

Vendor Bill

QuickBooks Entity: Bill

BMS Field	QuickBooks Field
Vendor	Vendor
Created on	Date
Due Date	Bill Date
Reference #	Ref. No.
Amount	Amount Due
Memo	Memo

Reimbursements

QuickBooks Entity: Bill

BMS Field	QuickBooks Field
Employee	Vendor
Created on	Date
Due Date	Bill Date
Reference #	Ref. No.
Amount	Amount Due
Memo	Memo