QuickBooks Desktop Link > What does it exchange?

QuickBooks Desktop Link - What does it exchange?

[AFTER THE QUICKBOOKS LINK IS INITIALIZED]

This topic covers:

● Files

● Clients

● Payment transactions

● Trust transactions (optional)

Files

Amicus files exchanged to QuickBooks:

● Files the Amicus administrator can access. (If file security is enabled for the firm note that other firm members' private files are not exchanged.)

● Non-closed billable files.

● New files, and files in which core fields (filename/matter ID, date opened, responsible lawyer, file type, primary client association) have been edited.

● File deletions are not exchanged. (We recommend that you manually delete these jobs in QuickBooks as well.)

File information exchanged to QuickBooks:

Amicus File Fields	QuickBooks job fields
Responsible lawyer	(Sales rep on the job's customer record) Only on first exchange—edits are not supported.
File name or Matter ID (depending on Link configuration)	Job name
Opened data	Start date
File type	Job type

Clients

Amicus clients exchanged to QuickBooks:

● New primary clients on non-closed billable files the Amicus administrator can access. (If file security is enabled for the firm, note that contacts who are primary clients only on other firm members' private files are not exchanged.)

● Client deletions are not exchanged. (We recommend that you manually delete these customers in QuickBooks as well.)

Client information exchanged to QuickBooks:

Amicus client fields	QuickBooks customer fields
QuickBooks ID or Client ID (depending on Link configuration)
QuickBooks ID field for an individual contains their first name and last name by default. For a corporation, it contains their company name by default. (Or, if your firm has converted the client from Amicus Small Firm, it contains the full client name from the Small Firm file.).	Customer Name
Prefix	Mr./Ms./etc.
First name and last name	First name and last name
Company	Company
Business phone and fax (if a corporation) or Home phone and fax (if not a corporation)	Phone and fax
Mailing address (the business, home, or other address that's flagged as such)	Bill to address
Email (the first one)	Email

Payment transactions

Amicus payment transactions exchanged to QuickBooks on linked files/jobs:

● Payment: Pay invoices from client funds (fees, expenses, taxes)

● Payment: Pay invoices from general retainer (fees, expenses, taxes)

● Bill: Apply general retainer to pay invoice at time of billing (fees, expenses, taxes)

● Payment: Deposit client funds to general retainer

● [NOT invoice write-offs]

Transaction information exchanged to QuickBooks:

● File name or client/matter ID : invoice number (where applicable) : transaction description — to QuickBooks GL entry's memo field

● Payment file's primary client

● Payment date

● Payment amount

Trust transactions (optional)

Amicus trust transactions exchanged to QuickBooks on linked files/jobs:

● Payment: Apply trust to pay invoices (fees, expenses, taxes)

● Bill: Apply trust to pay invoice at time of billing (fees, expenses, taxes)

● Trust: Deposit client funds into trust account

● Trust: Transfer trust between files

● Trust: Refund trust to the client

Transaction information exchanged to QuickBooks:

● File name or client/matter ID : invoice number (where applicable) : transaction description — to QuickBooks GL entry's memo field

● Trust date

● Trust from/to

● Trust amount

● QuickBooks Desktop Link - What is it?

● QuickBooks Desktop Link - Initialize it

● QuickBooks Desktop Link - Use it

Amicus Cloud (January 2023)