Getting started with the QuickBooks Integration Module

Watch this click-through video for an introduction to the QuickBooks Integration Module

Introduction

The QuickBooks Integration Module (QIM) is an optional FlightLogger module that helps you create QuickBooks invoices from activities logged in FlightLogger.

QIM is designed to streamline the invoice creation process. Activities are still logged and managed in FlightLogger, while your main accounting processes continue to be managed in QuickBooks.

What the QuickBooks Integration Module does

With QIM, you can:

Create QuickBooks invoice drafts based on activities logged in FlightLogger
Match FlightLogger activity data with QuickBooks customers and billing items
Review invoice drafts in FlightLogger before sending them to QuickBooks
Send invoice drafts from FlightLogger to QuickBooks
Continue managing the final invoice and accounting process in QuickBooks

Before you start

Before setting up QIM, make sure that:

Your organization has an active QuickBooks subscription
The QuickBooks Integration Module has been activated on your FlightLogger account
Your FlightLogger user has the relevant permissions
Your QuickBooks account contains the customers and billing items you expect to invoice
Your QuickBooks billing item names follow FlightLogger’s recommended naming guidelines

If QIM has not yet been activated on your account, please contact FlightLogger Support.

How to connect FlightLogger to QuickBooks

Once QIM has been activated, go to:

Administration -> Account settings -> QuickBooks Integration Module

Click Integrate with QuickBooks to start the connection process.

You will then be redirected to QuickBooks, where you need to log in and allow FlightLogger the necessary access. Once the connection has been completed, you can start creating QuickBooks invoice drafts from within FlightLogger.

Here, you'll find a button saying Integrate with QuickBooks. Click this button to initiate the integration.

Then simply follow the steps to log in to your QuickBooks account and allow the necessary data access.

If you need to reconnect QuickBooks

If the QuickBooks connection expires or needs to be refreshed, FlightLogger may ask you to reconnect the integration.

You can do this from the same QuickBooks Integration Module settings page in FlightLogger.

Improving QuickBooks item matching

FlightLogger does not require you to manually map each FlightLogger resource to a QuickBooks item. Instead, FlightLogger suggests the most relevant QuickBooks billing item based on the information from the logged activity.

If the wrong item is suggested, you can manually correct it when creating the invoice draft.

To improve the quality of the suggested matches, we recommend following our naming guidelines for QuickBooks billing items.

Once you have completed the process, you are ready to start creating QuickBooks invoices from within FlightLogger.

Note that the FlightLogger integration does not require any manual mapping of resources between FlightLogger and QuickBooks.

Instead, QIM uses AI to recognize the corresponding items in QuickBooks. In the rare event that a wrong product is found you can manually correct it when creating an invoice.

To improve the quality of the mapping, please follow our guidelines for naming QuickBooks billing items.