Halaxy integrates directly with QuickBooks so invoices and expenses you create in Halaxy are automatically replicated in QuickBooks, saving you time and effort, and also making it easier for your accountants and other advisers to provide you with accounting and bookkeeping services.
Before you can sync your Halaxy and QuickBooks accounts, you need to turn on the Deposit option in QuickBooks. Follow the steps below:
In QuickBooks, go to the menu in the top-right and click the cogwheel icon.
Click Company Settings > Sales.
In the "Sales form content" section, click Deposit.
Tick the Deposit checkbox and click Save.
You can now connect your Halaxy with your QuickBooks account by following these steps:
Click Settings > Payments.
In the Accounting section, click Add New.
Select whether you want to sync Halaxy at a group, clinic or individual level:
Group: all invoices, expenses and payments for the practice group can sync into the one QuickBooks account;
Clinic: invoices, expenses and payments for a specific practice location will sync to a specific QuickBooks account, with clinic-specific preferences;
Individual: An individual practitioner's invoices, expenses and payments will sync into a QuickBooks account. You can choose to further specify whether this is for All locations or Selected clinics only.
Click Connect to QuickBooks. You are taken to a QuickBooks log-in page.
Log in to your QuickBooks account, select the organisation and click Connect to authorise the connection between your QuickBooks and Halaxy accounts. After the connection is approved (usually within 5 to 10 seconds), the page refreshes and you are taken back to your Halaxy Payments page.
Customise your revenue and expense preferences: After the connection is enabled, you can tailor where invoices, expenses and payments are synced in QuickBooks. You also have the option of further specifying your preferences by fee category (for revenue) and payment method (for invoice and expense payments).
Click the Edit (pencil) icon to the right of the QuickBooks line in the Accounting section of the Settings > Payments page to edit your preferences:
Date: Choose the date from which you want your Halaxy and QuickBooks accounts synced.
Revenue chart of accounts: Select which chart of accounts to sync revenue to. The options available are based on the Income/Revenue charts of accounts you have set up in QuickBooks. You can choose to sync income from different fee categories to different charts of accounts in QuickBooks.
Invoice Payments chart of accounts: Select which charts of accounts you want to sync invoice payments to. You can choose to sync payments from different payment methods to different charts of accounts in QuickBooks. You can choose from all Cash or Cash equivalent charts of accounts you have set up in QuickBooks. Leave unticked if you do not want to sync invoice payments.
Expense chart of accounts: Select which charts of accounts you want to sync expenses to. You can choose to sync expenses from different expense categories to different charts of accounts in QuickBooks. You can choose from all Expense charts of accounts you have set up in QuickBooks.
You can also tick or untick the following options:
Hide patient names: Tick to anonymise patient names QuickBooks. Patients will have numeric identifiers in the format "HX-123".
Only sync invoices with a payment: Tick to only sync invoices where the invoice has been marked as paid or partially paid. Leave unticked to sync all invoices, including unpaid invoices.
Sync Halaxy Auto Payment charges as an expense: Tick to sync electronic payments processing transaction fees as an expense (payments will be synced for the full amount, with the transaction fee recorded as an expense). Leave unticked to sync the payment minus the transaction fee.
Expense Payments chart of accounts: Select which charts of accounts you want to sync expense payments to. You can choose to sync payments from different payment methods to different charts of accounts in QuickBooks. You can choose from all Cash or Cash equivalent charts of accounts you have set up in QuickBooks. Leave unticked if you do not want to sync expense payments.
After your Halaxy and QuickBooks accounts are synced, the connection is continuous and permanent, so invoices, expenses and payments you create in Halaxy automatically appear in your QuickBooks account. In other words, you do not need to re-sync your accounts whenever you create an invoice because invoices created in Halaxy automatically appear in your QuickBooks account.
All types of invoices created in Halaxy are synced to your QuickBooks account, including invoices to patients, organisations, third parties and funding bodies (who are automatically added to your list of contacts in QuickBooks if they are not already listed as contacts), with the Halaxy invoice number synced across to your QuickBooks account. If you change the name of a contact in Halaxy, it will be updated in QuickBooks.
You can view your Halaxy invoices in your QuickBooks list of Invoices when you are logged into your QuickBooks account (the invoice number shown in Halaxy is synced across to your QuickBooks account). If you are not logged into your QuickBooks account, you can view a particular Halaxy invoice in your QuickBooks account by:
Clicking the QuickBooks button at the top-right of the invoice to see the QuickBooks sync history; and
In the QuickBooks sync history (which shows invoices and payments made in Halaxy and whether they have been successfully synced with QuickBooks), clicking the blue link to the QuickBooks invoice.
You are then taken to the invoice in QuickBooks without the need to log in to your QuickBooks account. The fee name, fee amount and tax rate are automatically shown as are the due date, amount owing and amount paid. Deposits made in Halaxy are counted as prepayments; if a patient's deposit is assigned in Halaxy to a particular invoice, the prepayment is drawn down in QuickBooks.
When the invoice is paid in Halaxy (either because you have marked the invoice as paid or because the payment was processed electronically), the invoice is automatically marked as paid in QuickBooks and the payment shown in the correct chart of accounts.
All expenses created in Halaxy are synced to your QuickBooks account automatically, which you can see in your QuickBooks list of Expenses when you are logged into your QuickBooks account. If you are not logged into your QuickBooks account, you can view a particular Halaxy expense in your QuickBooks account by clicking the QuickBooks button at the top right of the expense and, in the QuickBooks sync history, clicking the link to the expense in QuickBooks.
Below are a number of things to note regarding your synced Halaxy and QuickBooks accounts:
One-way syncing: The syncing between your Halaxy and QuickBooks accounts is one-way. Invoices, expenses and payments created in Halaxy automatically appear in your QuickBooks account but invoices, expenses and payments created in your QuickBooks account do not automatically appear in your Halaxy account. Therefore if you mark an invoice as paid in QuickBooks, the invoice payment status contradicts the invoice payment status in Halaxy. The payment status in QuickBooks is not synced across to Halaxy, so you need to update the invoice status in Halaxy.
Payment methods: whereas payment methods are tracked in Halaxy, they are not tracked in QuickBooks, so payment methods recorded in Halaxy are not synced to QuickBooks.
Auto payments: Halaxy invoices that have been paid through auto payments are fully synced with your QuickBooks account when the funds have been disbursed to you, usually two business days after the payment is processed, which you can see on your Auto Payments reports. Halaxy automatically syncs a negative invoice line when the auto payment is synced with QuickBooks so that your invoice balances. For example, if you process a $100 auto payment and the transaction fee is $3, Halaxy syncs the $100 invoice line and the $97 payment to you, and it also syncs a -$3 invoice line so that your invoice balances.
Rebates processed (in Australia): invoices with bulk bill and DVA rebates paid to you are fully synced with your QuickBooks account when the rebates have been paid to you, which you can confirm on your Medicare reports.
Deleting invoices: Although you can delete invoices in most circumstances in Halaxy, you cannot delete invoices in QuickBooks, so if you delete an invoice in Halaxy the invoice is not automatically deleted in QuickBooks. Therefore, you need to manually void the invoice in QuickBooks.
Unpaid invoices: Unpaid invoices appear in your QuickBooks account with a status of "Draft". To avoid this happening, ensure you select that you want to sync only invoices with a payment at the top of the QuickBooks & Halaxy Connection page.
You can unsync your Halaxy and your QuickBooks account at any time by clicking the Cancel (X) icon to the right of the QuickBooks line in the Accounting section of the Settings > Payments page. Confirm that you want to revoke the connection and click the Save button to sever the link between your Halaxy and your QuickBooks account. You can reconnect your Halaxy and QuickBooks accounts at any time.
Unsyncing your Halaxy and QuickBooks accounts does not unsync any of the data that has already been synced.
If you want to change which Halaxy account or which QuickBooks account is used for syncing, unsync the accounts you do not want to be synced, and then sync the accounts you do want to be synced.
You can run a QuickBooks syncing report see all invoices, expenses and deposits with their syncing status.
To run a QuickBooks syncing report:
Click Reports > Finance.
Click New Report at the top-right of the page.
In the Report Type drop-down menu, select QuickBooks Syncing.
In the QuickBooks Connections field, select which connection(s) you want to include in the report.
Set other parameters as desired, then click Run.
RESULT: A report will be created that shows the syncing status of your invoices, expenses and deposits. You can click the Sync button in each row to see the sync status of each invoice, expense or deposit. You can also click the Resync icon in the Status column to resync any cancelled or failed syncs.