QuickBooks / Connections Overview
e-manage|ONE is not an accounting system, but it is designed to handle the majority of your booking tasks. Think of it as having a bookkeeper built into your project management softwareβautomating critical processes like WIP, invoice creation, and financial tracking with just a few clicks.
This guide provides an overview of how e-manage|ONE integrates with QuickBooks, what each system handles, and how your data flows between them.
π What e-manage|ONE Handles (Bookkeeping-Related)
The following tasks are managed within e-manage|ONE, simplifying your workflows:
Creating Estimates and Customer Quotes
Customer Deposit Invoices and Receivables
Purchase Orders and Vendor Bills
WIP (Work in Progress) Tracking
Accrued Liabilities (Unbilled Costs)
Backlog Management
Sales Tax Calculation (including Canadian GST/PST and discretionary rates)
Statements & Aging Reports
Payments and Sales Credits
Journal Costs (commissionable and non-commissionable project expenses)
Commission Plan Setup and Payables
Time Clock Tracking and Job Costing
Inventory Cost Entry
Employee HR Records
π€ What Gets Sent from e-manage|ONE to QuickBooks
When data is pushed from e-manage|ONE to QuickBooks, it includes:
Customer Information (if it doesnβt already exist)
Project Names and Job Numbers
Invoices (summary-level, not itemized parts)
Sales Tax by Zip Code (State, City, County, Special District)
Sales Credits & Payments
Vendor Information (if new)
Vendor Deposits and Bills
Journal Costs and Inventory Costs
WIP and Accrued Liabilities
Employee Info, Timesheets, PTO/Sick Time, and Commissions (if using QuickBooks Payroll)
π₯ What Comes from QuickBooks into e-manage|ONE
Paid Dates for Vendor Bills (used for payment tracking and reconciliation.
βοΈ Key Setup Relationships (Joins)
To automate financial mapping in e-manage|ONE, the following relationships must be established:
π First Join β Product Types
Located under Admin β Dropdowns, Product Types group like items (e.g., Furniture, Freight, Labor) and serve a similar function to accounts in QuickBooks.
Tip: You can create more detailed groupings in e-manage|ONE while keeping your QuickBooks accounts minimal.
π Second Join β Vendor REFs
Each manufacturer has a unique Vendor REF code (e.g., Haworth = HAW, Herman Miller = HMI). These codes are used in specifying tools like 20/20, CET, and Project Matrix.
Each Vendor REF is mapped to a Product Type, so when you import parts, e-manage|ONE automatically assigns the correct Product Type.
π Third Join β Parts
Every part in e-manage|ONE must have a Product Type assigned.
When parts are imported or manually created, the Product Type is set immediately.
Each part is also linked to a Parts Category, which determines whether it's taxable or non-taxable.
π Summary of Relationships
If you're importing parts:
Parts β Vendor REFs
Vendor REFs β Product Types
Product Types β QuickBooks Accounts
If you're not importing parts:
Parts β Product Types
Product Types β QuickBooks Accounts
Because this mapping happens early in the workflow, processing orders, payables, and invoices becomes a simple, click-driven process.
𧩠Project Workflow Example
Hereβs a simplified flow of how financial data moves through a full project in e-manage|ONE:
Parts added to BOM
Parts included in Quote
Quote converted to Order
Order linked to Quote
Purchase Orders linked to Order
Acknowledgments linked to Purchase Orders
Payables linked to Acknowledgments
Invoices linked to Orders
Payments linked to Invoices
At every step, QuickBooks accounts are pre-mapped, ensuring seamless financial processing.
π οΈ Next Steps: Setting Up QuickBooks Integration
The next two sections will guide you through the Administrator setup for either version of QuickBooks: