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How to Link Scheduling Products to QuickBooks

QuickBooks performs many functions that are seldom used by small business owners. For the functions that QuickBooks does not perform, the solution is third-party software. Third-party software programs integrate with QuickBooks to do a job that QuickBooks isn't built to do.



One of the most popular scheduling products that does successfully integrate with QuickBooks is the Microsoft Office Outlook email and calendar. There are other products though that can help any industries' business to handle scheduling and project or time management.

Instructions

  1. Preparation for linking scheduling products to QuickBooks

    • 1

      Back up your company's file. Click the "File" button on the top menu bar and scroll down to the "Save Copy or Backup File" and click. Save this backup to a flash drive and set it aside. You do this because if there is a problem with the sync process, you can restore the backup copy and try again.

    • 2

      Check your customer and vendor lists for duplicated entries. If there are duplicated entries, you will have to merge the duplicates. To merge duplicated entries, open the customer or vendor list where the duplications occur. Open the customer or vendor name that has the more complete contact information (address, phone, email). You do this by clicking the "Edit Customer" button.

      Highlight the name and hold the "CTRL" and "C" keys.

    • 3

      Open the duplicated entry by clicking on it in the customer or vendor list. Click the "Edit Customer" button. Highlight the name in the duplicated entry and hold the "CTRL" and "V" buttons. The pop-up window warns you that the name is being used and ask if you want to merge them. Click "OK" and you will hear a camera snap sound effect signaling the merger is complete.

    Linking Specific Products to QuickBooks

    • 4

      Download the Sync software from Intuit. It is a free patch that will allow you to sync your Outlook contacts information with your customer information. Be aware that your Outlook contact list may create customers in your QuickBooks file for each email contact in your list.

      For Outlook, you may want to delete the junk email contacts first, or you can wait until the sync is completed and delete these entries. You can get to this download by clicking on the "File" tab located in the top menu bar, then on the "Utilities" button, and finally on the "Synchronize Contacts" option. Once the tool is downloaded, follow the prompts for the installation and the sync process.

    • 5

      Purchase the QXpress software. To set up QXpress, install from the disc if you ordered the disc or install the program from the download if you purchased the download version. Open the QuickBooks program and go to the Customer List. Now, double-click the QXpress icon in the desktop.

    • 6

      Enter the registration password that was emailed to you after you purchased the QXpress software. Click the "Start" button on the QXpress screen and the "Get QB data" screen pops up. Choose the "Get Full Sync" option and click "Get New QB Data."

      When the second message box appears, click "Yes." The QXpress software is now linked to your QuickBooks.

    • 7

      Visit the Intuit Marketplace website. It is here that you will find several third-party applications that integrate with QuickBooks. Scheduling Products are also called Time or Project Management products. While Outlook and QXpress work for whatever scheduling needs you may have, you may wish to investigate the industry-specific applications for your small business. Some of these options include the "Service Sidekick," "ScheduleVIEW" products and "Chronicle" software.

      The procedures for linking each product vary with the product. There are more than 20 products for scheduling in the construction industry alone. If the product is recommended by Intuit though, the procedure for linking them to QuickBooks is typically easy.

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