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Posts Tagged ‘Integrating Core5 sand QuickBooks’

Core5 Starter Edition CRM – Integrating FileMaker with QuickBooks

November 1st, 2017

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The Core5 Starter Edition CRM comes with an impressive level of QuickBooks integration right out of the box. It can connect to QuickBooks Desktop or Online.

Core5 is preconfigured to:
1. Import Items, Taxes, Customers, and Vendors from QuickBooks
2. Push contacts to QuickBooks
3. Push invoices to QuickBooks
4. Pull balance due for invoices
5. Pull most recent payment date

It also has the ability to set flags on customer or invoice records to notify the user that something has been updated and the customer or invoice record needs to be re-pushed to QuickBooks.

The Core5 can do single record or batch pushes and pulls of contacts, invoices, and payment information.

How to add a new contact to QuickBooks

When you create a new contact there will be a red icon on the record – this indicates the contact is not in QuickBooks. Click “Push to QB” to push the single, new record.

Once it has successfully pushed, the icon will turn green.

If a contact record has already been pushed to QuickBooks, but has been updated – the QB icon will turn orange – indicating it needs to be re-pushed.

Here is a quick video demoing this:
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If you added or edited multiple records, you can push them all to QuickBooks at one time from the Dashboard.

On the Contacts tab, there is a “Push All to QB” button. This will call a script that looks for all new and updated records and pushes them all to QuickBooks at one time.

If you wish to not push a specific record, you can click the omit checkbox and that record will not be pushed.

Here is another quick video showing these actions:
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How to push an invoice to QuickBooks

One of the nice things about the Core5 Starter Edition is its consistency. It is almost the same process to push an invoice to QuickBooks as it is a customer.

Once an invoice is complete, you can push the “Push to QB” button in the top left. The QB icon will be red if the invoice needs to be pushed to QuickBooks, orange if it needs to be re-pushed, and green if it has been pushed and is up-to-date in QuickBooks.

Check out the video below demonstrating this:

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Invoices can also be pushed en masse from the Dashboard. Similar to Contacts, you can click the “Push All to QB” button to push all new and updated invoices to QuickBooks. The omit checkbox will prevent a specific invoice record from being pushed.

Here is your final video:
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How to pull balance due and payment information
Once an invoice has been pushed to QuickBooks, payments can be recorded in QuickBooks and then pulled into the Core5.

To pull balance information, click the green money icon on the invoice record. This will bring over the invoice balance and the date of the most recent payment.

On the Dashboard, you can also do a batch pull of balances due.

Try Core5 yourself with our online WebDirect demo.

Need QuickBooks Licensing? We can give you a discount on Pro, Premier, Enterprise, and Online licensing.

Setting up your Core5 Starter Edition with QuickBooks Online

May 31st, 2017

In order to setup your Core5 Starter Edition CRM with your QuickBooks Online file, there are a number of steps you need to take.

We have a few of videos that walk you through how to install and register the client-side plug-in (on Windows and Mac), as well as how to authenticate your plug-in with your QuickBooks file.

Here are comprehensive instructions on how to setup your Core5 Starter Edition file with the FM Books Online Edition server-side plug-in.

1. Go to Preferences and locate the QuickBooks tab.

2. Check the box to indicate that you intend to integrate your Core5 Starter Edition with QuickBooks.

3. On the FM Books Connector tab click on the QuickBooks Online button.

4. Then check the box asking if you would like to use this plug-in on the server

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Hosting your file and installing your server-side plug-in:

Before using the plug-in, you will need to host your file. In order to host the file, you need to have access to an account on the server – you either have to be an admin or part of an admin group.

Here are instructions on how to host a file.

Start at 1:08 for instructions on how to host your file and then install the plug-in.

From minute 2:19 – 3:15 the video reviews how to install the plug-in on your server and typical errors that you might encounter trying to install it – as well as how to fix those issues.

If you prefer step by step instructions:

To host the file Go to File >> Sharing >> Upload to FileMaker Server

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1. Select “local hosts” in the Hosts drop down.
2. Select the server you wish to load it on to.
3. Enter server credentials and click next.

It will prompt you that Core5 needs to be closed before it can proceed with the upload.
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You will select Core5.fmp.12 to be uploaded and click upload.
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The Core5 file will upload. Then you can select Done and the Core5 will reopen automatically.
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The next step is to install and register your plug-in:

1. Click install – this will install the local (client) version of the plug-in on your computer and the server-side copy on the server.

2. Enter your license ID in the License ID field and click register. The plug-in will now be running in live mode.
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Test Connections:
The last step is to test your connection – this will authenticate the Core5 Starter Edition with your QBO file.

At this step the process will differ depending on whether you’re on a Mac or Windows Computer.

Windows:
Clicking test connection will bring up a web browser. Log into your QBO account then click authorize on the next window – you are authorizing the sharing of your data between QBO and our FM Books Online plug-in.

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You will then need to copy the session ticket that appears in the browser window.
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Then paste the ticket into the popup window in your Core5 and click OK.
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The Core5 will then indicate that you have successfully connected to QBO.
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Mac:

Click test connection.

Instead of being redirected to a web page like with Windows, there will be a popup window – log into your QBO file via this window and then click authorize on the next window – you are authorizing the sharing of your data between QBO and our FMBOE plug-in.

You will not need to copy and paste the session ticket, as the Mac OAuth process handles all of that. The Core5 will then indicate that you have successfully connected to QBO.

You can now proceed to the QuickBook Import tab to pull in all Items, Taxes, Vendors, and Customers from your QBO file to the Core5 Starter Edition.