Exelare Quick Books Integration

Exelare QBI is designed to help Consultants submit timesheets synched from web into QuickBooks. No more missing timehseets, easily view,accept & reject timesheets at one place. Also, easily send reminder emails to Consultants on filling their timesheets.

Once the placement happens, the below 4 steps are to be done in QB.

  1. To Add Customer & Job in QB


    1. In Quickbooks, on the menu bar click on "Customers" -->"Customer Center" . In here on the tool bar,  under “New Customer & Job” choose “New Customer” and add the details of the new customer in Quick Books.










    2. Add a New Job in Quick Books.

    3. In the "Customer Center"--> Pick “New Customer & Job” and choose “New Job”-->"Job Info" add details of the new job in Quick Books.





  2. Add Employee/Vendor in QB


    1. On QB file menu click on "Employees"--> "Employee Center" select “New Employee” or create Vendor by going into "Vendors"-->"Vendor Center" to create Employee/Vendor in QB and enter all necessary details.





  3. Create a new Service Line Item.


    1. On QB menu bar click on "Lists" and choose “Item Lists”.

    2. In the bottom half of "Item Lists" click on “Item” drop-down and choose “New”.




    3. Select "This Service is used in assemblies or is performed by a subcontractor or partner". "Sales Price" is used to generate invoices, enter all necessary details and click on OK to save. Also, make sure "Item Name/Number","Expense Account" and "Income Account" are given.





  4. Create a New Class & Payroll Item


    1. On QB menu bar click on "Lists" and choose “Class Lists”.

    2. In the bottom half of "Class Lists" click on “Class” drop-down  and choose “New”, enter all details to create a new class item.




    3. Click on Lists (menu) and choose “Payroll Item Lists”.

    4. Click on “Payroll Item” drop-down in the bottom left corner and choose “New” and enter all the details to create a new payroll item.





  5. Add purchase order in Exelare


    1. In Exelare, click on Settings -> QuickBooks -> Add/Update Purchase Order.




    2. Click the drop-down next to “Customer Job” and choose the Job you added in QB.




    3. Click the drop-down arrow next to “Employee/Vendor” and select the item.





    4. Click the drop-down arrow next to “Service Item” and select the service.




    5. Click the drop-down arrow next to “Class” and select the class that you added in QB.




    6. Click the drop-down arrow next to “Payroll Item” and select the payroll you added in QB.




    7. In the right section, you can either link this purchase order to candidate or placement. Please choose one of these.
      Ex. “Link to Placement” (i.e. select the job)


    8. Click the drop-down arrow next to “Link to Exelare” which will show you all the open Jobs in Exelare. Select (i.e., highlight) your job and click on OK.




    9. Enter the Employee/Vendor email address and click on “Add Purchase Order”.




    10. Once you click on “Add Purchase Order”, “Send Email Now” button will be enabled.



    11. Clicking on “Send Email Now” will email the “TIMESHEET” link to the Employee/Vendor. Once the email is sent you will see a popup saying the email was sent successfully.




      NOTE: Checking "Send Weekly EMail to Employee/Vendor" will send an email every week automatically to the Employee/Vendor.


    Sample of the email received as below.

    You need to fill your Timesheet for Jun 18 - Jun 24 for your TestQBV1 Candidate by this URL http://jobs.exelare.com/Timesheets?p=6362697A5F74657374327C41646D696E7C61646D696E317C38303030303036422D31363339363034333439


    Employee/Vendor can update the Time-sheets by clicking on the link from any browser.





  6. Review Timesheets that were submitted:


    1. In Exelare, click on Settings->QuickBooks->Review Timesheets.






  7. Accept/Reject the submitted timesheets:






  8. Once the timesheet is Accepted and Locked, you will see the status as “Accepted”.






    Once the time sheet is Locked, Employee/Vendor will no longer be able to make changes to the submitted time in future.



  9. Enter Weekly Timesheets:


  10. To enter weekly timesheets manually, In Exelare, click on Settings->QuickBooks->Enter Weekly Timesheet.










  11. Review Purchase Orders in Exelare QB Integration


  12. To review all the Purchase Orders, In Exelare, click on Settings->QuickBooks->View Purchase Orders.



    Here you can Edit/Delete the Purchase Orders that were created. When you click on "Edit Purchase Order".





    Once the changes are made, you can click on "Update Purchase Order" to save it.




    Checking "Send Weekly EMail to Employee/Vendor" will send an email every week automatically to the Employee/Vendor.




  13. Sync Accepted time-sheets into Quick Books:


    1. In Exelare, click on Settings->QuickBooks->Review Timesheets.
    2. In the popup window, select the Employee/Vendor in Name drop-down.
    3. Select the Week from the calendar.
    4. From Timesheets drop-down choose “Accepted”
    5. Check the box of the submitted timesheets.
    6. Click on “Sync. To QB” to update the timesheets into QuickBooks.




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