Overview
The QuickBooks Connection Settings tab in the QuickBooks Integration section is where you configure and manage the connection between FileTrac and your QuickBooks accounting system. This connection must be established before you can export invoices, payments, or payout data from FileTrac to QuickBooks. Once connected, FileTrac queues exportable items and sends them to QuickBooks on demand.
Setting Up the Connection
To connect FileTrac to QuickBooks, navigate to the QuickBooks Integration section from the main navigation and select the QuickBook Connection Settings tab. Enter the connection credentials and configuration details required by your QuickBooks environment. The specific fields depend on whether your organization uses QuickBooks Desktop or QuickBooks Online, but typically include authentication credentials and the company file or account identifier.
After entering the connection details, test the connection to verify that FileTrac can communicate with QuickBooks. A successful test confirms that data exports will function correctly. If the test fails, check your credentials, network settings, and QuickBooks availability.
What the Connection Enables
Once the connection is active, FileTrac can export the following data to QuickBooks:
Invoices — Claim invoices created in FileTrac's Billing section are queued for export and sent to QuickBooks as customer invoices.
Payments — Payment records entered in FileTrac are synced to QuickBooks to keep receivables accurate.
Payout data — Adjuster payouts processed through the Adjuster Payout Module can be exported to QuickBooks for accounts payable tracking.
All exports flow through the Scheduled Items tab, where you review queued items and confirm exports. See QuickBooks — Mapping Companies, Services, Adjusters, and Sales Tax for the mapping setup that must be completed before exports will succeed.
Scheduled Items and Export Queue
The Scheduled Items tab shows all items queued for export to QuickBooks. Each item has an "Export To QuickBooks" checkbox and an "Ignore" checkbox. Check "Export To QuickBooks" to include the item in the next export batch, or check "Ignore" to skip it. A "Limit to the items that are able to be exported" filter lets you hide items that have mapping errors or missing data, so you can focus on items that are ready to go.
If an item cannot be exported, FileTrac displays a validation error explaining what is missing — typically an unmapped company, service, adjuster, or sales tax entry. Resolve these mapping issues on the appropriate tab before attempting the export again.
Logs Tab
The Logs tab records all export and sync activity between FileTrac and QuickBooks. Each log entry shows the date, time, items exported, and whether the export succeeded or failed. Use the Logs tab to troubleshoot failed exports and to maintain an audit trail of all data sent to your accounting system.
Tips
Test the connection after any change to your QuickBooks credentials, company file location, or network configuration.
If exports fail with validation errors, check the Scheduled Items tab for specific error messages. The most common cause is an unmapped company, service, or adjuster — resolve these on the Companies, Services, or Adjusters mapping tabs.
Review the Logs tab periodically to confirm that exports are completing successfully. A gap in log entries may indicate a connection issue that needs attention.
Only users with administrator-level access should modify the Connection Settings. Changes to the connection can affect all QuickBooks exports across the organization.
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