When setting up an integration between Intuit Practice Management, TSheets 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. The most rigid of these is QuickBooks which will not allow for customers to be written directly to it. As such, the sources of truth are:
- Intuit Practice Management: Work
- TSheets: Time
- QuickBooks: Financials
As you will note, Customer is not listed as a source of truth in any particular system. To ensure the three systems work together, all three systems must have the same exact customer list (contact name) between the three of them. While Intuit Practice Management can create customers in TSheets, TSheets cannot create customers in QuickBooks. Likewise, Intuit Practice Management cannot create customers in QuickBooks either. Therefore, you will have to periodically ensure that QuickBooks maintains the same customer list as the other two systems.
How does data flow?
For Intuit Practice Management, both time and customer data move directly to TSheets. If one or either doesn't exist, Intuit Practice Management will create the entry within TSheets. If Intuit Practice Management is connected to QuickBooks Online, Intuit Practice Management will read and receive the company settings for a given shared (connected) contact.
For TSheets, 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.
For QuickBooks, it can only receive time information from TSheets directly. For time to flow, QuickBooks must be integrated to TSheets and have a direct match for the customer and/or customer:job.
What is the order by which to integrate Intuit Practice Management, TSheets and QuickBooks?
If you want to track time and bill clients using Intuit Practice Management + TSheets + 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 3: Integrate QuickBooks Online and TSheets together first. If you need assistance, don't hesitate to contact the TSheets team directly.
- Step 4: Integrate TSheets with Intuit Practice Management using this TSheets Integration setup guide.
If billing at a Contact level only (not work or job level), the steps above will ensure that time is tracked either in Intuit Practice Management or TSheets and flow directly into QuickBooks Online. Please note that while Intuit Practice Management will create new contacts in TSheets, TSheets will not create new contacts within QuickBooks. Therefore, you will need to periodically update your contact list in QuickBooks to enable the data to flow between all three systems.
Tracking time for contacts & work?
If tracking time for both contacts and work, you will also need to ensure QuickBooks customer:jobs match the customer:job structure in TSheets. Therefore, the work item naming you create in Intuit Practice Management must also match the customer:job notation in QuickBooks. You will also need to periodically update those directly in QuickBooks to ensure the data flows as expected from Intuit Practice Management to TSheets to QuickBooks.