1. Log in as an Administrator in QuickBooks on the computer that stores the master version of QuickBooks and have the company you wish to integrate open.
Note – Right Network: Both RedTeam Go and QuickBooks need to be open on Right Network for the installation of the web connector. Clients that use Right Network (cloud desktop) to log into QuickBooks, will need to:
First log in as an Administrator to QuickBooks on Right Network
Then minimize QuickBooks on Right Network
Open RedTeam Go in Chrome on Right Network
2. Log in to RedTeam Go (make sure the account has administrator privileges).
3. Once logged in, from the main dashboard, click on Accounting in the top menu bar. Then click QuickBooks Desktop Integration on the left-side menu.
4. Navigate through the QuickBooks Web Connector Setup assistant:
Download the web connector application, then confirm by clicking Web Connector Installed.
Create a password to use for RedTeam Go and QuickBooks to communicate with each other. Copy the password, then click Accept Password.
Download the QWC file and set up the web connector.
Copy the password and click Next (Proceed to integration setup)
From RedTeam Go QuickBooks Desktop Settings page, scroll down to the Company Options section. Click the button to Download the QWC file. This will download the QWC file to the machine you are using to install the web connector.
From QuickBooks Desktop
Make sure that QuickBooks is open, the company file is open, set to single-user mode, and that you are logged in as the Administrator. On the PC where QuickBooks is running, double-click on the QWC file that was downloaded to open it.
Click OK in the Authorize Web Service window.
Click Yes on the access to QuickBooks data even when QuickBooks isn’t running card.
In the Application Certificate window, select Yes, always; allow access even if QuickBooks is not running and confirm the action by clicking Yes in the confirmation window. Then click on Continue…
In the Access Confirmation window, click Done.
The Web Connector window will open.
Paste the password from Step 2 above into the Password field for the RedTeam Go QuickBooks Desktop Integration line. Then check the box to the left, which will open the window to Save the Password. Click Save.
Make sure the box to the left is checked. Then click Update Selected to run the synchronization process. Check the Status to ensure that it doesn't indicate Failed or Error. It should run all the way to 100%. Once it reaches 100% return to RedTeam Go.
In RedTeam Go
In RedTeam Go, you should be on the QuickBooks Desktop Integration Settings Screen.
In the Owner Billing Default Item Codes select the cost codes you want to use for Owner Billing items where the cost codes can't be determined. (Note: you can create new cost codes in RedTeam Go for these items). If you have preferred overhead cost codes to track non-job time, the cost codes linked to each time code on the right can also be edited as desired.
Select Notification Recipients – these individuals will receive emails if transactions fail to push from RedTeam Go to QuickBooks Desktop.
The middle section has several designations to check:
Select if you would like to Integrate only specific projects (this works well for existing clients that connect QuickBooks Desktop after using RedTeam Go for a while. You may wish to finish existing projects as-is, and only push new projects through the integration. Most new clients won't need this box to be checked.)
Sync Job Costs for projects in Bidding or Pending (prior to moving the project to In Progress). Once the sync has been turned on, all projects in Bidding or Pending will begin to send Accepted Expenses, Field Purchase Orders, and Approved Time Cards over to their respective QuickBooks (both Online and Desktop versions).
Expenses & Field Purchase Orders:
Expenses & Field Purchase Orders (FPOs) are the only transactions that are permitted in Preconstruction (Bidding and Pending phases) at this time.
Creating an FPO during the bidding or pending stage of a project will require that a project number be assigned to the project and this number will not be editable for the remainder of the project. Projects that are in the Bidding and Pending phase will only show up to be selected in the Expenses module IF the QuickBooks sync setting is turned on. If you do not see the projects when typing, check to see if the integration for the feature is active.
To be added to an Expense, the cost code must already appear on the project’s Estimate, Base Bid. If the needed cost code is not showing, head to the Estimate add the cost item to the project so the code will be available in the Expense.
Once the Expense is created, that cost code cannot be removed from the Estimate unless the Expense is deleted or the cost item is removed from the Expense. This is a protection to ensure that any costs brought into the project via the Expenses module are not inadvertently removed before they can run through the normal approval process. The goal is to have all project costs properly captured and passed on for accuracy and accountability
An Expense or FPO can be added via the Mobile application or via the Expenses module in the Web Application. It is then Approved by a Project Manager and Accepted by an Accountant to move the Expense or FPO to QuickBooks using the normal Expense Module workflows.
IMPORTANT: If purchases are made via Expenses or FPOs, it is important to note that they will NOT be added to the amount on the Estimate. It is still up to the Estimator to include the total funds that they plan to allocate to the cost item for the project.
Where do they show up? The Expenses that are Accepted during Pre-construction will be counted as Actuals on the Budget and Total Costs Committed on the Job Cost Statement when the project is moved forward into the Active status. (See the Moving to In Progress section below)
Time Cards:
Entering Labor during Preconstruction (Bidding and Pending phases) works the same as in other phases. Just like with Expenses, the cost codes for Labor must be on the Estimate - Base Bid. Once the Time Card is Approved, that cost code cannot be removed from the Estimate unless that Time Card is Unapproved.
This is a protection to ensure that any costs that are being brought into the project for Labor are not inadvertently removed from the Project before the job moves forward to an active state.
Clicking the Trash Can for the cost code on the Estimate will display the warning message that says there is an associated Time Card. The user will not be able to delete the cost code as long as there is time associated with it.
IMPORTANT: It is important to note, as with Expenses, having approved Time Cards will NOT automatically add cost to the Estimate.
Example: The Watchman line above has Time Cards but the cost in the Estimate is still at 0.00. The system will not automatically make a change to the estimator’s values. The estimator maintains control over their document and the values they wish to present to the owner in the proposal. They will need to ensure that they have included sufficient funds to cover their Preconstruction Expenses and Labor.
Where do they show up? The Time Cards that are Approved during Preconstruction will be counted as Actuals on the Budget and Total Costs Committed on the Job Cost Statement when the project is moved forward into the Active status. (See the Moving to In Progress section below)
Labor costs can be added via the Mobile application or via the web application. These are Approved in Accounting to move the Time Cards data to QuickBooks using the normal workflows.
Moving the project to In Progress:
The Expenses that are Accepted and Labor that is Approved during Preconstruction will be counted as Actuals on the Budget and under Total Costs Committed on Job Cost Statement when the project is moved forward into the Active (In Progress) status.
On the Budget Worksheet total values will immediately appear in the Actuals Column.
On the Job Cost Statement the total values will immediately appear in the Total Costs Committed column.
Over Budget Transactions:
If the total of costs in Preconstruction exceed the amount budgeted for that line item in the Estimate, the system will create Over Budget transaction amounts when the job is moved forward to In Progress in order to balance up the budget. For any Over Budget items, funds will be moved from Profit to the Budgeted column on the Budget worksheet In Progress - Unlocked state and an entry will be made on the Adjustment log to provide explanation for the movement of funds for the Project Manager.
Above are two examples, one where Expenses exceeded the original bid amount so the Budgeted amount was increased to account for the Expenses that exceeded this amount. The second demonstrates an item where the Bid Amount was 0.00 but an Expense still committed money to this line item. The details of the over budget transactions will also be maintained in the Adjustment log. While this preserves metadata it also makes it easier for the team to track how the funds were allocated as Pre-construction expenditures and on through the course of the project.
Select whether the Owner Budget (set in Bidding) pushes to QuickBooks, or the Construction Budget (In Progress). (Most companies choose to push the Construction Budget, which shows how the GC plans to execute the project.)
The following boxes default to being checked for the integration:
Negative Expenses as Vendor Credits – this ensures proper formatting of credit in QuickBooks.
Field PO as Bill – this will move an invoice added in the Expenses module as a Field PO over as a bill instead of a PO, which then needs to be converted to a bill.
Do Not Update Company – if company information is updated in RedTeam Go it will not update Company information in QuickBooks Desktop.
Vendor Contact Name – this will not tie contact people with QuickBooks Desktop.
Next select the Owner Bill and Sub Bill Date options. This sets the date on the QuickBooks entry as either the date the bill is approved in Red Team Go, or the date the bills were created.
The last step in this section is to choose an option for the Sub Bill Memo Field. This allows the client to control details from the Expense that push to the Memo field in QuickBooks on checks for paying Subcontractors/Vendors. Then click Save for this section.
Next, map the Income and Expense accounts from QuickBooks Desktop to the RedTeam Go Cost Category types. Under RedTeam Go Cost Code Type and QuickBooks Account Matching, click on the drop-down menu in the QuickBooks Income Account column to choose the Income Account. Click on the drop-down menu in the QuickBooks Expense Account column to choose the different expense/COGS accounts. These lists will pull directly from your QuickBooks Desktop Chart of Accounts.
Continue until all dropdowns have been completed.
The next section addresses the mapping of retainage accounts. Not all clients track retainage separately and need to map this section. It can be skipped if not required. If Retainage Accounts need to be set up for QuickBooks Desktop, follow the steps found in our retainage syncing article HERE.
Finally, we map the Payment Methods. For each payment method, select the appropriate payment type and QuickBooks account, then click Save.
The QuickBooks Integration log page is the list of all items that have been pushed from RedTeam Go into QuickBooks. You'll have a search window to look up certain items easily. You'll see items that have moved over to QuickBooks successfully, and if any should have an error, you'll have a message indicating the reason so it can be corrected. The ellipse icon to the right of the date stamp will allow you to requeue the item to be pushed to QuickBooks once it has been corrected.
Use the Settings button shown above to return to the settings page to adjust mapping as necessary. Filter the list of items shown in the log or print the Reconciliation Report.
Clicking Filter Settings will allow you to set the Filter Status. Uncheck to narrow down the items from the list. Next, select Transaction Type. To eliminate from the list the Transaction Types you need to filter out, uncheck the respective boxes.
Click Reconciliation Report to see a list of transactions for the given date range.
Walkthrough Video: