When setting up an integration between Intuit Practice Management, Quickbooks Time and QuickBooks (QBD/QBO), it is important to understand what data resides where and how the data moves from one system to the next.
Data Sources of Truth
Each application is the source of truth for a particular set of data. As such, the sources of truth are:
Intuit Practice Management: Work
Quickbooks Time: Time
To ensure the three systems work together, all three systems must have the same exact customer list (e.g. contact name) between the three of them initially (if you don't want duplicates created). We recommend that you integrate Quickbooks Time to QuickBooks first, and then Intuit Practice Management to Quickbooks Time second. Once integrated, Intuit Practice Management can create contacts & work in Quickbooks Time, and Quickbooks Time can create contacts & work in QuickBooks (as customer:jobs in the Customer list).
How does data flow?
For Intuit Practice Management, both time and customer data move directly to Quickbooks Time. If one or either doesn't exist, Intuit Practice Management will create the entry within Quickbooks Time (for both Organizations and People).
For Quickbooks Time, it tracks and maintains all time recorded. When Intuit Practice Management needs to know what time has been tracked, it requests and reads the time data for the contact and/or work and presents it within Intuit Practice Management. Intuit Practice Management will actively read the data from Quickbooks Time when navigating to the Time & Budgets tab for a contact or work. If a time entry is entered, updated or deleted into Quickbooks Time, it can take minutes prior to appearing in Intuit Practice Management. You can always push the latest updates by clicking Sync from Settings > Connected Apps > Quickbooks Time.
For QuickBooks, it can receive time information from Quickbooks Time directly. For time to flow, QuickBooks must be integrated to QuickBooks Time and have a direct match for the customer and/or customer:job. If a match isn't made, Quickbooks Time will create a new customer:job as needed to enable the logging of time in QuickBooks.
What is the order by which to integrate Intuit Practice Management, Quickbooks Time and QuickBooks?
If you want to track time and bill clients using Intuit Practice Management + Quickbooks Time + QuickBooks Online, we recommend you follow this order to ensure a successful connection:
Step 1: Establish/create accounts for all three systems independently (do not integrate yet).
Step 2: Download the contact lists from all three systems and ensure the names match exactly the same in each. Most people decide to either make Intuit Practice Management or QuickBooks Online as the preferred contact name source and update the other systems to match.
Step 4: Integrate Quickbooks Time with Intuit Practice Management using this QuickBooks Time integration setup guide.
What happens if Intuit Practice Management is directly integrated to QuickBooks?
If Intuit Practice Management is connected directly to QuickBooks, Intuit Practice Management will read and receive the company settings for a given shared (connected) contact separately (when requested). It will not interfere or participate in the integration setup between Intuit Practice Management to Quickbooks Time to QuickBooks. For automatic movement and creation of contacts and time, we recommend using the integration to Quickbooks Time and from Quickbooks Time to QuickBooks.