With Programa, your invoicing and workflow is finally connected and all in one place! Our QuickBooks integration seamlessly connects your Programa account to Quickbooks, so there's nothing left to do in QuickBooks besides reconciling your payments.
Before you begin...
Programa's invoicing tool is built on Stripe's payment infrastructure, so in order to use it, you'll need to set up a Stripe account.
Check out our guide on Getting Started with Invoices for instruction on how to do this.
How does the Programa x QuickBooks integration work?
When you integrate your QuickBooks account with Programa, your Programa-generated invoice creates a draft in your nominated QuickBooks as a draft. When this invoice is then sent from Programa, it will be marked as 'Sent' in QuickBooks.
Similarly, when your clients opt to pay using the payment link connected to your invoice, this will automatically mark your invoice as 'Paid' in both Programa and QuickBooks.
The Programa x QuickBooks integration has a clever feature that recognises a match in client contact details between the two platforms, to avoid creating duplicates.
When sending an invoice to a client that already exists in QuickBooks, the contact information will be matched to that contact. If no matching contact can be found in QuickBooks, Programa will send this information to QuickBooks to create a new contact.
Note: our QuickBooks integration does not allow anyone at Programa to access your QuickBooks account. This is a one-way sync that sends information from Programa to QuickBooks.
Connecting your Quickbooks account:
Before connecting your Quickbooks account, we recommend you delete all Obsoleted Tax Rates in Quickbooks so these are cleared and will not impact your tax rates on Programa.
Navigate to your Studio's Settings > Invoices > Quickbooks
Click Connect to QuickBooks, and enter your QuickBooks login details to access your QuickBooks account.
3. Once logged in to QuickBooks, you'll be asked to select your company from a dropdown menu (If you have more than one, make sure you're selecting the one relevant to your projects managed in Programa.)
When you've made your selection, click Next.
4. The next page is the final step on the integration process. To confirm you agree to this, click Connect.
5. That's it! You'll then be directed back to Programa, and your Quickbooks integration tile should now show that you're connected, and display the name of the account you're connected to.
Configuring your QuickBooks Settings
Once you've connected Programa to QuickBooks, a default set of income and expense accounts with a ‘Programa‘ prefix will be created, and these will appear in your QuickBooks account.
Products or services added to your Programa invoices will map to these fields in QuickBooks, so if you'd like to change the Programa default accounts to others already created in QuickBooks, you can do so from this page.
To update these settings:
Click on the Settings button on your QuickBooks integration tile.
Select the relevant accounts from the dropdown fields.
Hit Save.
Importing your tax rates from QuickBooks
N.B: To connect your Invoices to Quickbooks, you will need to ensure you have set up your tax rates/codes within your Quickbooks account first. Here's a handy guide on Quickbooks to help you.
Save time creating tax rates! If you've connected your QuickBooks account, you can now import your QuickBooks tax rates in just a few clicks.
Navigate to your Studio's Settings > Invoices > Tax Settings
Click + Add Tax rate
3. Select Import, and all available tax rates will appear in an instant. These will appear in your list of tax rates with a QuickBooks favicon, so you can differentiate these against those you've set up in Programa.
Connecting Invoices to QuickBooks
If your QuickBooks account is successfully connected to Programa, creating a new invoice in Programa will now allow you to sync your products and services with the relevant accounts in QuickBooks.
When creating a new Invoice, select your Quickbooks income account for your line items by selecting from the 'Income Account' dropdown field.
Note: The income accounts configured in your QuickBooks settings (see steps above) will be selected by default.