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.
Setting up a sync between Halaxy and QuickBooks requires you to do three things:
Turn on Deposits in QuickBooks
Set up tax codes in QuickBooks
Connect your Halaxy and QuickBooks accounts
These are outlined in detail below.
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, click the cogwheel icon in the top-right, then click Account and Settings.
In the left-hand sidebar, click Sales.
Click any part of the "Sales form content" section, then use the toggle to enable "Deposit" and click Save.
RESULT: "Deposit" should now be "On" in the "Sales form content" section. This will allow payments to be synced against invoices.
To sync invoices and expenses, you must also set your tax codes in QuickBooks by following the steps below:
In QuickBooks, navigate to the organisation you are trying to create a Halaxy sync with.
In the QuickBooks sidebar, click GST, VAT or the relevant tax for your region.
In the top-right, click Edit GST, Edit VAT or the relevant tax for your region, then click Edit Rates.
In the top-right, click Add tax rate and create tax codes for 0 (tax free) and for your tax rate(s) (e.g. 10). Ensure these codes are set to "On".
This will allow invoices and expenses to sync properly. If you do not set up tax codes before connecting, invoices and expenses that fail to sync will need to be manually resynced using a syncing report.
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 your accounting package. You also have the option of further specifying your preferences by fee category (for revenue), expense category (for expenses) and payment method (for invoice and expense payments).
Click the Edit (pencil) icon to the right of the connection in the Accounting section of the Settings > Payments page to edit your preferences:
Date: Choose the starting date for transactions. Only transactions from that date onwards 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. Leave unticked to sync all invoices, including unpaid invoices.
Sync Halaxy Auto Payment charges as an expense: If ticked, electronic payment processing fees are synced as an expense. If unticked, payment processing fees are synced as negative invoice lines to your choice of revenue, expense or liability account (a drop-down menu will appear allowing you to choose).
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: Choose whether to sync invoice payments using the toggle. 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.
Expense Payments chart of accounts: Choose whether to sync expense payments using the toggle. 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.
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.
You can access a sync history by clicking QuickBooks at the top of any invoice or expense. From the sync history, you can click the blue links to go to the linked records in QuickBooks.
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.
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. 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).
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 by clicking Revoke. This will 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 produce a report to see all invoices, expenses and deposits with their syncing status in Xero, Reckon or QuickBooks, as well as sync any transactions listed in the report. The syncing report is the easiest way to identify problems in syncing to your accounting package.
Invoices are shown on the left-hand side of the report. Payments are shown on the right-hand side.
To create this report, click Reports > Finance and click New Report, then select "Xero Syncing", "Reckon Syncing" or "QuickBooks Syncing" in the Report Type field.
To sync any transactions, tick the checkbox next to the transaction(s) you want to sync and click Resync Selected Line Items, or click Resync All Line Items to sync all line items (regardless of have you have ticked).
To review the sync history for a particular transaction, click the date or the sync icon in the Sync column.