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Syncing Harvest with QuickBooks Online

October 11, 2016 / by Kelly Rodrigues-Umbelina

Kelly-Rodrigues-Umbelina-for-web-square.jpgWorking in the bookkeeping services business, I use an array of web-based tools to help my clients. When these programs work well together, keeping organized becomes that much easier. 

While attending a webinar for bookkeeping services providers several weeks ago, the question of product integration was raised regarding two of my favorite software programs: Harvest and QuickBooks Online. 

Harvest is a time tracking and invoicing tool available for your computer and smartphone. It helps to make sure that you’re billing for all time spent working for your clients, as well as to make sure that the bill actually gets sent out. QuickBooks Online is a broader online accounting program that also has an invoicing feature.

So how can bookkeeping services professionals and business owners optimize these programs together? Here’s what you need to know:

Integrate Accounts

First things first, you need to be an admin user within both Harvest and QuickBooks Online in order to integrate the two accounts. Once logged in as an admin within Harvest, go to “Settings,” and click “Account Settings.” Scroll down to “Integrations” and select “Connect to QuickBooks.” This will send you over to your QuickBooks Online account. Once signed in as an admin in QuickBooks Online, you can click “Authorize.”

Now that you’ve integrated the two accounts, when you use Harvest to send out invoices, these will automatically copy over to your QuickBooks Online account. Recurring invoices will be automatically copied over to QuickBooks Online as well. 

Check Names for Accurate Syncing

To make sure this integration goes smoothly, check that the listed name for each customer is the same in both Harvest and QuickBooks Online. This will ensure that the invoice in Harvest will sync over to the correct customer profile in QuickBooks Online. For example, if you have a client listed as “Jennifer Smith,” in Harvest, but listed as “Jen Smith,” in QuickBooks Online, the invoice will be copied over but a new, unnecessary customer profile will be created.

Along these same lines, the “Item Type” category in Harvest will also need to match the “Product/Service” category within your QuickBooks Invoice. When copying an invoice over from Harvest to QBO, Harvest will apply your line items correctly if there is a match between these categories. If there is no match, you will need to select a Default Income Account within Harvest (go to “Settings,” select “Integrations,” and click “QuickBooks Online” to set up with account) to apply the line items to.

Another option is to create these income accounts within QuickBooks Online by selecting “Company Menu,” and clicking “Products and Services.” Here you can see all products and services and set up which Income Account each one will be connected to.

Create Invoices

Once you’ve taken care of that, you can create invoices easily within Harvest based on billable time, or a blank invoice (in the case of a flat fee). It’s not possible to record as much detail about the payment in Harvest as it is in QuickBooks Online so you may have to add detail (check # or reference #) within the QuickBooks Online invoice if this is something that the client requires.

If you want to manually copy an invoice to QuickBooks Online, in Harvest, go to “Invoices,” select “Overview,” and from there select the invoice that you want to copy over to QuickBooks Online. Click on “More Actions,” and select “Copy to QuickBooks Online.” You’ll see the words, “Copied to QuickBooks Online” next to this invoice title when the copy has been completed.

Things to Note

It’s important to remember that if you make changes to your invoice within Harvest, they will not automatically be synced to your QuickBooks Online account and will need to be copied over again. It’s also good to know that Harvest and QuickBooks Online use some different terms. For example, what is called “Client,” in Harvest is “Customer” in QuickBooks Online. Most of these differences, however, are pretty straightforward.

Both of these programs can be wonderful and helpful tools for your business. Syncing them together will help you stay on top of your time tracking and never miss an invoice again.

Note: this integration only works on American and Canadian QuickBooks accounts and does not work with the QuickBooks Self Employed edition.

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Topics: Boston, Bookkeeping 101

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