Connect RedTeam to QuickBooks Online for a complete construction accounting solution for commercial contractors. RedTeam handles all of your construction accounting including progress billing, construction payments, cost of employee time and expenses, and tracks Work in Progress ("WIP") in real-time. Use QuickBooks Online to make payments, record receipts, general ledger, bank reconciliations, and produce periodic financial statements. Eliminate Duplicate Data Entry RedTeam automatically inserts project-related transactions into QuickBooks Online, including entry of Customers, Vendors, Projects, Cost Codes*, Employee Time and Expenses, Customer Invoices, and Vendor Invoices. Transactions posted by RedTeam remain linked, so the latest information from QuickBooks Online (payments and receipts) will be reflected in RedTeam.
*Cost Codes are sent as Class Codes and only for QuickBooks Online Advanced accounts.
1. QuickBooks Online Getting Started
RedTeam is compatible with Intuit's QuickBooks Online "Plus" and "Advanced" Editions. You will find RedTeam by searching under the QuickBooks Online "App" menu option. Click the "Get App Now" button to start the connection process. If you plan to implement QuickBooks Online concurrently with the startup of this connection, keep in mind that your accounting implementation process is independent of the process outlined in these implementation instructions. We recommend that you consult with your accountant for specific directions regarding the implementation of QuickBooks Online for your accounting. These Implementation Instructions will help guide you through the process of connecting RedTeam to QuickBooks Online.
Signup for QuickBooks Online “Essentials,” “Plus” or “Advanced” Edition
QuickBooks Online Settings > [Advanced Only] Company Settings “Advanced” (Track Classes = On; Track Locations = On)
QuickBooks Online Settings > Company Settings “Expenses” (Track expenses and items by customer = On)
QuickBooks Online Settings > Company Settings “Chart of Accounts”
QuickBooks Online Settings > Company Lists “Products and Services”
Authorize RedTeam to Connect to your QuickBooks Account. You will find RedTeam by searching under the QuickBooks “App” menu option.
Click the “Get App Now” button to start the connection process.
You will be prompted to log in to your RedTeam Account.
9. To connect to QuickBooks Online in RedTeam click on the Apps Menu.
10. Click "Connect to QuickBooks" in the QuickBooks Online tile.
11. Fill in Sign in information to connect the QuickBooks Online account to RedTeam
12. Once this process is completed, log in to RedTeam to perform the next steps.
2. Configure RedTeam for QuickBooks Online Integration
After QuickBooks Online is prepared for the integration, RedTeam has to be configured with these steps.
Synchronize Master Lists which will be automatically inserted in QuickBooks Online by RedTeam
2. Control Accounts must be mapped to the accounts to configure QuickBooks Online for accounting integration.
3. The dropdown will list entries from your Chart of Accounts in QuickBooks Online. Select the appropriate account for each.
4. Update or Create Time and Expense Codes for Employee Time and Expenses
5. Update or Create Company Credit Cards in RedTeam
6. Map Tax Venues in RedTeam to the Chart of Accounts in QuickBooks Online
7. Create and configure Payment Terms that will be used and sent with Vendor Invoices when Executed.
3. QuickBooks Online and RedTeam Startup
Because RedTeam connects to QuickBooks at the transaction level, it is relatively simple to implement. If you currently use QuickBooks, you can start the connection between RedTeam and QuickBooks at any time, as the connection will simply replace manual data entry of project-related transactions. It should be noted that RedTeam posts transactions to your QuickBooks as they are committed in RedTeam, and linked transactions that are uncommitted in RedTeam will be removed from your QuickBooks.
Steps:
Transactions committed prior to connection will have to be entered manually in QuickBooks Online
Entries in QuickBooks that existed before the integration will not be affected
4. QuickBooks Online Accounting Transaction Status Indicators
RedTeam should be considered authoritative on the status of any given Accounting Transaction (Customer Billing, Vendor Invoice, Employee Time, and Employee Expense). Once posted to QuickBooks, Accounting Transactions should remain synchronized. In the event an Accounting Transaction becomes out-of-sync, a Posting Error will be presented to authorized users as follows:
Steps:
1. Access the transactions menu to view transaction status.
5. QuickBooks Online Accounting Adjustments
As a practical matter, you should never alter transactions posted from RedTeam to QuickBooks Online, as this will cause a variance between the two systems. In general, when a transaction needs to be adjusted or corrected, it should be uncommitted in RedTeam, adjusted/corrected, and recommitted. This will ensure the two systems remain synchronized.
Steps:
1. Remove any payments in QuickBooks Online if they are connected to the transaction to be adjusted.
2. Uncommit transaction in RedTeam
3. Adjust or correct transactions in RedTeam
4. Recommit Transaction
5. Reapply payment in QuickBooks to transaction.
6. QuickBooks Online Transaction History
At any time, you may navigate to the QuickBooks Online App Card to see detailed Transaction Log with complete posting history, and to update the configuration of your connection between RedTeam and QuickBooks Online.
Steps:
Select Apps from the left side menu.
Click on the QuickBooks Online App Card
Click on the "Transactions Log" button at the bottom left of the page.
7. QuickBooks Online Integration Transaction Troubleshooting
Any Transaction Errors should be resolved prior to closing any Accounting Period. Click the Transaction Error Icon or simply navigate to Transaction Tab | Manage Transaction Errors to resolve any errors found. Use the following table to resolve each case.
Notes:
1. Upon Uncommit in RedTeam, all "Queued" Transaction Updates are Dismissed.
2. Upon Void or Delete in QuickBooks, Transactions are Unposted and demoted to Draft Status.
3. Draft or Cancelled Transactions that remain Posted are considered Accounting Transaction Posting Errors.
Notes:
1. Upon Uncommit in RedTeam, all “Queued” Transaction Updates are Dismissed.
2. Upon Uncommit, Void or Cancel in RedTeam, all “Posted” Transaction Updates are Deleted in QuickBooks Online.
3. Upon Void or Delete in QuickBooks Online, Transactions are Unposted in RedTeam.
4. Draft or Cancelled Transactions that remain Posted are considered Posting Errors.
5. Upon Commit Vendor Invoices in RedTeam, the Vendor Expense will be set with the Pay On Date a year from Invoice Date and the Payment Term will be set as “Pending Approval.”
6. Upon Execute Vendor Invoices in RedTeam, the Vendor Expense will be set with the approved Pay On Date.