Part 1 - Setup Video - Admin Users Only
This is for Admin users only and explains the setup requirements in your BriteApp settings section.
(9-minute video)
Key Topics Covered
0.28 - Setting Up The QuickBooks Integration
3.00 - Setting Up Categories
4.05 - Setting Up Products
5.00 - Setting up Tax Rates
5.50 - Setting up Payment Plans
8.20 - Financial Email Templates
Part 2 - Managing Bookings (All Users)
This video is for all users and shows how to manage Products, Financials, and Payments in a booking.
(Total of 8 minutes of training videos broken down below)
Step 1 - Adding Products
Learn how to add products to a booking.
1-Minute Video
Step 2 - Raising An Invoice
It is super quick to raise an invoice; this one-minute video shows you how.
3-Minute Video
Note: You can add multiple invoices to a single booking by selecting different products on each invoice. BriteBiz will not allow you to choose the same product on multiple invoices.
Note - All BriteBiz edits will be updated in QuickBooks immediately. All edits in QuickBooks, including reconciliations, will be updated overnight. To manually pull in edits, click on the "Sync with QuickBooks" button in the BriteBiz invoice. More details on syncing in Step 3 below.
Step 3 - Recording Payments
There are two way payments can be recorded.
By the client using the Pay Now button in the Client Portal.
You can manually mark payments as receviced, so that they are available in Quickbooks for reconciliation, and this is covered in the video.
1-Minute Video
Note: All payments recorded by a client in the client portal or manually added will be associated with the invoice in BriteBiz and will be reflected in QuickBooks immediately.
Note - Click on the QuickBooks icon beside the payment at any time to see the payment in QuickBooks.
Unreconciled Payments
If you see a red "!" exclamation mark beside the payment, it means it is not yet reconciled in QuickBooks. Once reconciled in QuickBooks, this "!" will go (reconciliations are pulled in overnight).
Manually Sync One Invoice
You can manually pull in reconciliations by clicking on the "sync with QuickBooks" button on the bottom left of every invoice in BriteBiz.
Manually Sync Everything Between QB and BBiz
To manually pull in all changes in QuickBooks, go to Payments and then "Not Reconciled". On the right of the page, you will see the QuickBooks icon. Hover over the icon to see when the last sync was done, and click on the icon to do a new manual sync.
Step 4 - Importing Invoices & Payments Already in QuickBooks
This video is very important during the ONBOARDING PROCESS. It shows you how to IMPORT INVOICES AND PAYMENTS that have already been set up in QuickBooks.
3-Minute Video
Key Topics Covered
0.30 - Importing invoices from QuickBooks
2.00 - Accounting for payments already in QuickBooks
Step 5 - Understanding the integration
We recommend that all account users manage the integration in the format below.
The Rule - All invoices, products, and payments should be created in BriteBiz, and you manage your bank reconciliation in QuickBooks (which updates BriteBiz).
2-Minute Video
Video in Text Format
ACTION BRITEBIZ | ACTION QUICKBOOKS (QB) |
Create Payment ➜➜➜➜ | ✅ Immediately creates the payment in QB |
Create Invoice ➜➜➜➜ | ✅ Immediately creates the invoice in QB |
Create New Product ➜➜➜➜ | ✅ Immediately creates a new product in QB |
✅ Automatically Updates Brite (2-3 Minutes) | ⟸⟸⟸ Record Payment On Invoice in QB |
✅ Automatically reconciles in BriteBiz (this is a sync that is done overnight). Payments not reconciled have a red icon.  | ⟸⟸⟸ Payment Reconciled in QB |
What To Do If Edits Are Made In QuickBooks?
Again, we recommend that all edits to invoices and payments be done in BriteBiz. However, if edits are done in QuickBooks, our super Two-Way integration has you covered, and BriteBiz is updated as follows.
ACTION QUICKBOOKS | ACTION BRITEBIZ |
Invoice Edited in QB ➜➜➜➜ | Go to the corresponding invoice in BriteBiz and click on the sync with QuickBooks button.
You will find this button on the bottom left of the invoice. |
Payment Edited in QB ➜➜➜➜ | ✅No action is required. Updates BriteBiz immediately. |
Create New Product in QB ➜➜➜➜ | ✅No action is required. Updates BriteBiz immediately. |