Guide to QuickBooks syncing

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.

Overview

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.

A pop-up titled Syncing History, with links to the accounting package

Select the tabs to learn more about how Halaxy records are synced.

  • Invoices

    • All types of invoices created in Halaxy are synced to your QuickBooks account, including invoices to patients, organisations, third parties and funding bodies.

    • When an invoice is synced, the patient, organisation, third party or funding body added is automatically added to your list of contacts in QuickBooks if they haven't already been added.

    • If you change the name of a contact in Halaxy, it automatically updates in QuickBooks.

    • When an invoice payment status changes to Paid in Halaxy, the invoice is automatically marked as paid in QuickBooks, with the payment displayed in the correct chart of accounts.

  • Expenses

    • All expenses created in Halaxy are automatically synced to your QuickBooks account, which you can see in your Reckon One list of Expenses when logged in.

    • You can view a particular Halaxy expense in your QuickBooks account by clicking the QuickBooks button on the top right of the expense record.

  • Important notes

    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: Payment methods are tracked in Halaxy but not in QuickBooks, so payment methods recorded in Halaxy are not synced to QuickBooks. However, you can choose to sync payments to different charts of accounts based on payment method.

    • 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. You can choose to have Halaxy sync auto payment transaction fees as an expense or as a negative invoice line to your choice of revenue, expense or liability account (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).

    • Medicare rebates (Australia only): 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.

Set up your QuickBooks sync

Setting up a sync between Halaxy and QuickBooks requires you to perform three tasks.

Select the tabs below to read step-by-step guides.

Customise your sync preferences

After you successfully connect your accounting software to Halaxy, you can customise your preferences for how your Halaxy data (invoices, expenses, payments) flows into your software. To edit your sync preferences, click Settings > Payments, under Accounting, next to your sync, click the Icon-Edit.svg edit icon.

A video showing the user clicking on the Edit icon to the right of their accounting sync connection to bring up a popup. The user clicks Add New in revenue syncing and selects to sync "Equipment" fees to a different charts of accounts. The user clicks the toggle to turn off expense payments syncing and then turns it back on again.

Image: Configuring syncing options for an accounting package (expand image)

See the table below for a guide on accounting sync preferences.

Setting

Description

Sync from date

Select the starting date for transactions. Only transactions on Halaxy from that date onwards will be synced from Halaxy.

Sync pre-existing transactions

Tick to sync transactions that already exist in your Halaxy account will be synced.

If unticked, only transactions created after you set up syncing will be synced.

Hide patient names

Tick to anonymise patient names in your accounting package. 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.

If unticked, all invoices, including unpaid invoices, will be synced.

Sync Halaxy Auto Payment charges as an expense

Tick to sync electronic payment processing fees as an expense.

If unticked, payment processing fees are synced as negative invoice lines to your choice of revenue, expense or liability account.

Revenue chart of accounts

Select which chart of accounts to sync revenue to.

Click Add New to sync revenue from a specific Halaxy fee category to a specific Revenue or Liability chart of accounts in your accounting package. Other revenue will be synced to the chart of accounts you specify for Default Revenue.

Expense chart of accounts

Select which charts of accounts to sync expenses to.

Click Add New to sync expenses from specific Halaxy expense category to a specific Expense charts of accounts in your accounting package. Other expenses will be synced to the chart of accounts you specify for Default Expense.

Invoice payments chart of accounts

If enabled, select which charts of accounts you want to sync invoice payments to.

Click Add New to sync invoice payments using a specific Halaxy payment method to a specific Cash or Cash equivalent chart of accounts in your account package. Other invoice payments will be synced to the chart of accounts you specify for Default Payment.

To enable, click the toggle switch Sync invoice payments.

Expense payments chart of accounts

If enabled, select which charts of accounts you want to sync expense payments to.

Click Add New to sync expense payments using a specific Halaxy payment method to a specific Cash or Cash equivalent chart of accounts in your accounting package. Other expense payments will be synced to the chart of accounts you specify for Default Payment.

To enable, click the toggle switch Sync expense payments.

View sync history and links to your accounting software

  1. Open the invoice or expense record.

  2. On the top right, click the Xero / Reckon / QuickBooks button.

  3. The Syncing History pop-up appears for this transaction.

    Xero-01.png

In this pop-up, you can view details, status and any error message relevant to this record being synced to your accounting software.

Additionally, click the blue link of any invoice, transaction or recipient to directly open their record in your accounting software.

Unsync an individual invoice or expense

If you need to disconnect an invoice or expense from syncing from Halaxy to your accounting software (Xero, QuickBooks or Reckon One), you can unsync it.

  1. In Halaxy, navigate to the invoice or expense and click Xero, QuickBooks or Reckon in the top-right.

    The user clicks the Xero button on an expense to view a sync history
  2. Click the Unlink icon next to the line you wish to unsync.

The invoice or expense is no longer linked between Halaxy and your accounting software. Any updates made to this specific record in Halaxy will not be synced to your accounting software.

You can re-sync or sync it to a different invoice or expense in your accounting package by manually syncing.

Unsync Halaxy from your accounting software

  1. Click Settings > Payments.

  2. Under the Accounting section, next to your sync, click the Icon-X.svg X icon.

    Xero-02.png
  3. In the pop-up, click Revoke to terminate the sync.

You can reconnect your Halaxy and accounting software anytime.

Note

Unsyncing your Halaxy accounts does not unsync any of the data that has already been synced.

Updated

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