Syncing Multiple Teachworks Accounts to One Quickbooks Account

If you have a Master Account to manage multiple Teachworks accounts and you want to sync these Teachworks accounts to a single QuickBooks account, you can follow the instructions described in this article.

NOTE: Syncing multiple Teachworks accounts requires a subscription to QuickBooks Online Plus so that Location and Class tracking is available. You can find more information here: Tracking Locations & Classes.

Connecting to QuickBooks from your Master Account

When you sync a single Teachworks account to a single QuickBooks account, you would connect to QuickBooks from your Teachworks administrator account. However, if you have multiple Teachworks accounts and you want to sync them to a single QuickBooks account, you need to connect to QuickBooks from your Master Teachworks account. You can do this by following the steps below:

1. If your QuickBooks account is already connected to one of your Teachworks accounts, you will need to disconnect it first following these instructions: Disconnecting from QuickBooks.
2. Log into your Master account.
3. Click on "Settings" and then click on "QuickBooks Settings".
4. Click the "Connect to QuickBooks" button and follow the prompts to connect your account to QuickBooks.

Connection Settings

After connecting to QuickBooks from your Master account you will be directed to a form with the connection settings.

Master Account Settings

1. Select the "Sales" and "Discount Accounts" from your QuickBooks account that you will use for tracking sales and discounts. Each branch's sales will be recorded to these accounts and designated by their own location.
2. Select the Teachworks accounts that you want to sync to the connected QuickBooks account. If you will be syncing any of your Teachworks accounts to their own QuickBooks company file, leave the company checkbox unchecked and you will be able to connect that Teachworks account to QuickBooks from within that account.
3. Submit the form to save the settings.

QuickBooks Settings

When syncing multiple branches to one QuickBooks account, you will need to use QuickBooks "Locations" or "Classes" features to track the sales from each of your Teachworks accounts.

1. Log into your QuickBooks account.
2. Go to the "Company Settings" page.
3. On the "Company" page, scroll down to the "Categories" section and enable "Track Locations" and/or "Track Classes".
4. If using the "Classes" setting, choose the option to assign classes "One to entire transaction".
5. Submit the form to save your changes.

After you have enabled the "Track Locations" and/or the "Track Classes" settings, go to your "Lists" page.

• If tracking by locations, click the "Locations" link and add locations for each of the Teachworks branch accounts that you'll be syncing to this QuickBooks account.
• If tracking by class, click the "Classes" link and add classes for each of the Teachworks branch accounts that you'll be syncing to this QuickBooks account.

Invoice & Credit Memo Numbers 

Invoices and credit notes in Teachworks increment invoice numbers in each account separately. This creates the potential for duplicate numbers.

If you want to allow duplicate numbers, you will need to adjust the setting in your QuickBooks account by following the steps below:

1. Click on the "Company Settings" page.
2. On the "Sales" page under the "Sales Form Content" section, set the "Custom Transaction Numbers" setting to "Off".
3. Submit the form to save your changes.

If you do not want to allow duplicate numbers then you will need to ensure that each of your Teachworks accounts have different invoice numbers.

This can be achieved by either using different invoice and credit note "Pre-Fixes" or by spacing the starting number for each of your Teachworks accounts so that they will never have duplicates. You can find more information here: Invoice Numbering.

Branch Account Settings

When a Teachworks branch account uses the connection established from a Master Account, the settings will be slightly different than if it connected to its own QuickBooks account.

1. Log into a Teachworks branch account that is using the connection established in the Master Account.
2. Click on "Account & Settings" and then click on "Integrations & Add-on".
3. Click "Settings" under the QuickBooks Integration.
4. Select a Location and/or Class in the respective fields. These menus will display the locations and/or classes that you created in your QuickBooks account.
5. Select the tax code and deposit account to use. The sales and discount accounts that normally appear on this page are set in the Master account for all Teachworks branch accounts that use that connection.
6. Select the "Start Date" for the transaction dates that you want to sync.
   NOTE: If you've already synced transactions from this Teachworks account to your QuickBooks account, you should set this date to exclude any transactions that have already been synced.
7. If you want to exclude payments from syncing, enable the "Exclude Payments" setting.
8. Submit the form to save the settings.
9. Repeat these steps for each of your branches.

Syncing to QuickBooks

The method for syncing a Teachworks account to QuickBooks using the connection established in the Master Account is the same as for syncing a single account.

1. Click on "Account & Settings" and then click on "Integrations & Add-ons".
2. Click on "Sync" under the QuickBooks Integration.
3. You will see a table with the record types that are unsynced. You can view the individual unsynced records by clicking the "View" icon in the record type's row.
4. Click the "Sync" button.

Logic & Rules for Syncing Record Types

When you are syncing multiple Teachworks accounts to a single QuickBooks account, the logic & rules applied to syncing records is different than if you were syncing a single Teachworks account to a single QuickBooks account.

Customers

• New Records - If a customer record hasn't been synced to QuickBooks, Teachworks will search your QuickBooks account for an existing customer with the same first name, last name AND email address.
  • If a matching record is found, it will be associated with the customer record in Teachworks and the customer account in QuickBooks will be updated with any contact detail fields for that customer in Teachworks that are not blank.
  • If no match is found, Teachworks will attempt to create a new customer account in QuickBooks.
    
    TIP: If some of your customers have profiles in more than one of your Teachworks accounts and they have the same first name, last name and email address – they will be associated with one customer account in QuickBooks.
• Updating Records - If a record has already been synced to QuickBooks, it will be updated with any changes made to the customer's profile in Teachworks. Only contact detail fields that are not blank in Teachworks will be updated on the customer's account in QuickBooks.
• Deleting - If a customer that has been synced to QuickBooks is later deleted in Teachworks, the software will check to see if that QuickBooks customer account is associated with any active customers your other Teachworks accounts. If that customer has been deleted or is inactive in all associated Teachworks accounts then the customer will be set to Inactive in your QuickBooks account.
  
  TIP: In order for invoices and payments to be successfully synced your customers must be active. Therefore, you should only make customers inactive in Teachworks after you have synced all of their unsynced invoices and/or payments to QuickBooks.

Services

Services are added to your QuickBooks account as service items.

• New Records - If a record hasn't been synced to QuickBooks, Teachworks will first check if an item exists in QuickBooks with the same name as the service.
  • If a service with the same name is found, it will be associated with the service in your Teachworks account.
  • If no service with the same name is found a new one will be created in QuickBooks.
    
    TIP: If your Teachworks accounts have services with the same name, they will be associated with the same service item in your QuickBooks account.
• Updating Records - If a service has already been synced to QuickBooks and you change the name of the service in Teachworks, the software will perform these steps:
  • Check if any service items already exist in QuickBooks with the new service name. If a match is found the service in Teachworks will be associated with the service in QuickBooks. If no match is found, the software moves to the next step.
  • Check if any services in your other Teachworks account are associated with this service in QuickBooks and if their service names match the new name. If yes, the service item name will be updated in QuickBooks. If no, the software proceeds to the next step.
  • A new service item will be created with the new name of the Teachworks service.
• Services deleted in Teachworks will not be deleted in QuickBooks. If you want to delete them in QuickBooks you must do this manually.
• Service titles must be 100 characters or less.

Invoices

• New Records - If an invoice hasn't been synced to QuickBooks, Teachworks will create a new invoice in QuickBooks.   Note: When syncing multiple branches to one QuickBooks account, Teachworks will attempt to create a new invoice even if an invoice with the same number is found.  If you do not want to allow invoices with duplicate numbers, refer to the instructions under the "Numbering" section below.
• Updating Records - If an invoice that has previously been synced to QuickBooks is changed in Teachworks the corresponding invoice in QuickBooks will be updated with the changes.
• Deleted & Voided Invoices - Invoices deleted or voided in Teachworks must be voided manually in QuickBooks.
• The location and/or class that you've set for a Teachworks account will be assigned to any invoices and credit notes that are synced to QuickBooks.
• Numbering - Invoices and credit note numbers are incremented sequentially in each of your Teachworks accounts. This creates the potential for duplicate numbers between Teachworks accounts.
• Generating Unique Numbers - If you want to have unique invoice numbers in your QuickBooks account, it is necessary to ensure that the invoice numbers in your Teachworks branch accounts are unique. This can be achieved by either :
  • Using different invoice and credit note prefixes for each Teachworks account
  • By spacing the starting number for each of your Teachworks accounts so that they will never have duplicates.
• If you attempt to sync an invoice with the same number of an invoice synced from another Teachworks account, QuickBooks will return an error message and you will need to change the duplicate invoice number.
• Preventing Duplicate Numbers - If you want to prevent duplicate invoice numbers, you will need to adjust the following setting in your QuickBooks account:
  • Go to the "Company Settings" page
  • On the "Sales" page in the "Sales Form Content" section, set the "Custom Transaction Numbers" to "On".
  • With this set to "On", if you try to sync invoices with the same numbers from different Teachworks accounts, QuickBooks will return an error message and will not sync the invoices.

Credit Notes

The rules above for invoices also apply to Credit Notes.

• Credit Notes are created in QuickBooks as Credit Memos.
• Credit notes that have been allocated to Invoices are not allocated automatically when synced to QuickBooks -- allocating must be done in QuickBooks.

Payments

• A new payment created in teachworks will create a new payment in QuickBooks with matching details
• Payments are not allocated to invoices when synced to QuickBooks - allocating must be done in QuickBooks.
• Payments that are deleted in Teachworks after being synced to QuickBooks need to be deleted in QuickBooks manually.