Note: Quickbooks Export is no longer supported and is not available to new TutorPanel users. We recommend you export transactions to Excel and then to Quickbooks.
Quickbooks & TutorPanel
TutorPanel allows you to export invoices and payments to Quickbooks with other transaction types being included in the future. Exporting to Quickbooks allows you to take advantage of Quickbooks advanced accounting features or for billing customers using Quickbooks credit card processing service.
How it Works
TutorPanel exports data from your TutorPanel account to Quickbooks using the Quickbooks Web Connector. When you first set up the Web Connector, TutorPanel will queue up the selected transactions beginning on the starting date selected.
When you add, modify or delete transactions in your TutorPanel account the changes will be queued up for export to Quickbooks. The Web Connector will process the queued items every 15 minutes. You can also manually update any transactions using the Web Connector.
The first time you set up the Web Connector your Quickbooks software will need to be opened. After the initial setup data can be exported to your Quickbooks account without the software being opened.
Invoices
Quickbooks and TutorPanel handle invoices differently, so it's important that you understand these differences in order to determine the best way to integrate your TutorPanel account with Quickbooks.
Read this article carefully.
While TutorPanel allows you to carry forward a client's balance from previous invoices and allows you to include payments that occurred during the invoice time period, Quickbooks does not include starting balances or payments. For this reason, it is highly recommended that you create invoices in TutorPanel the same way invoices are generated in Quickbooks by only including fees and credits and excluding starting balances and payments. This will allow your invoices in TutorPanel and Quickbooks to match closely.
Read the following sections to understand how different scenarios wll be handled by Quickbooks.
Positive Invoices
Quickbooks only allows invoices with positive balances. If you export an invoice from TutorPanel with tutoring fees and credits where the combined total is a positive number this will be generated in Quickbooks as an invoice with line items for both the fees and credits.
Negative Invoices
Quickbooks does not allow invoices with negative balances. If you export an invoice from TutorPanel with tutoring fees and credits where the credits are greater than the fees - resulting in a negative amount - this will be generated in Quickbooks as an invoice for the fees and a separate credit memo for the credits. The credit memo will be applied to the invoice for the amount of the fees and any remaining amount will remain in the customer's account balance and can be applied to future invoices.
Credit Only Invoices
Because Quickbooks does not allow invoices with negative balances, if you issue an invoice with only credits, this will be exported to Quickbooks as a Credit Memo. You can then manually apply this credit to past or future invoices.
Starting Balances
Quickbooks does not carry forward any unpaid balances from previous invoices, so if you include the starting balance in your invoices in TutorPanel this will not appear on the invoice in Quickbooks.
Invoice Payments
Quickbooks does not display payments as line items on invoices and requires that you apply payments to specific invoices. For this reason, payments included on invoices in TutorPanel will not be included on invoices sent to Quickbooks.
Payments
If you check the box to export payments payments from your TutorPanel account will be exported to Quickbooks and assigned to the customer's account. You will then be able to apply them to the appropriate invoice in Quickbooks.
If you are using Quickbooks to bill your customers and record payments directly in Quickbooks then you should not export payments from your TutorPanel account as this will result in duplicate transactions in your Quickbooks account.
Customer Accounts
In order to export transactions to Quickbooks, TutorPanel creates new accounts for each customer in your TutorPanel account. If you have previously created accounts for these customers you can merge the old accounts into the new ones by following the instructions on this page. Deleting the accounts created by TutorPanel or merging the TutorPanel accounts into the original ones will prevent transactions from being exported to your Quickbooks account.
Re-setting Export to Quickbooks
If you want to reset your TutorPanel account's export to Quickbooks settings, go to the Export to Quickbooks page and check the box at the bottom of the form to reset your settings. Be aware that the transactions will not be deleted from you Quickbooks account and if you enter and save new settings with a starting date that overlaps any previously exported transactions, the same transactions will be exported again and may result in duplicate transactions in Quickbooks.
Supported Versions
Quickbooks Pro, Premier and Enterprise for Windows. Quickbooks Online Edition, Simple Start and Mac versions are not supported.
Quickbooks Company Files
It's recommended that you begin with a new company file in Quickbooks when you begin exporting to Quickbooks.
Merging Customer Accounts
If you use an existing company file, new customer accounts will be added from TutorPanel and will be assigned specific identification codes by Quickbooks so that TutorPanel knows which transactions belong to each customer. You can merge old customer accounts into new ones, but you must not merge the accounts created by TutorPanel into old ones as this will result in errors that prevent your transactions from being recorded in Quickbooks.
Starting Date
It is recommended that you begin exporting to Quickbooks at the end of a period (year, quarter or month).
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