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Sync financials with the QuickBooks Online integration

Instantly create journal entries in QBO using Passare's direct integration. No export files needed!

✋ For help with setup, contact Passare Support at 800-692-5111 or support@passare.com.

 

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Overview

This integration allows you to sync case financials from Passare directly to QBO as journal entries.

It includes data from:

Checks and Ledger data can be excluded from the sync if needed. For help with your settings,
reach out to our Support team.

 

Like many integrations, data is pushed from Passare and pulled into QBO.

Once a trigger occurs, Passare pushes data to QuickBooks and then pulls it automatically or manually, depending on your organization's settings. 

For example, if you sign the Goods & Services page (trigger), that data will:

1. Immediately appear in QBO (automatic), or

2. Appear in Passare's Integrations log for review & syncing (manual)

     

    Triggers

    The following chart lists what data syncs to QuickBooks and how it's triggered.

    Passare data Trigger
    Goods & Services When G&S is signed, re-signed, or the sign date is changed
    Cash and check payments When the payment is created, deleted, or updated
    Credit card payments When the payment status is Complete
    ACH payments When the batch is settled, chargeback occurs, or is refunded
    Insurance assignments When funds are marked as Received
    Interest, refunds, adjustments When a transaction is created, deleted, or updated
    CLAIMCHECK When the assignment is marked as Complete
    Checks When a check is printed, reprinted, or voided
    Batch payments When a batch is processed
    Ledger When funds are added or removed

     

    Note: If your organization has Automatic add to accounting exports turned off, you must click Add to Accounting Export before invoices & payments will sync.

    Accounting settings with Automatic add to accounting toggled off

     

    This button is on the Goods & Services and Payments & Adjustments pages and is only visible if the setting is off for your organization.

    Add to Accounting Export button on Goods & Services page

    Once the Add to Accounting Export button is clicked in a case, all subsequent data from that page automatically syncs.

     

    Automatic vs. manual syncing

    Automatic sync

    If Enable auto-sync is on, triggered data will flow straight to QBO.

    Financials > Integration page with Enable auto-sync toggled on

    For a fully automatic sync, make sure Auto sync and Automatic add to accounting exports are enabled for your organization.

     

    Manual syncing

    If Enable auto-sync is off, triggered data will first flow to Financials > Integration log.

    Financials > Integration page with Enable auto-sync toggle off

    Financials > Integration log in top navigation

     

    Entries needing review are under the Pending transactions tab.

    Integration log page showing pending transactions

     

    Click on the Transaction type to see more details.

    Linked transactions in the Pending transactions tab

    Transaction details page showing itemized Goods & Services for Cindy Bounds case

     

    Click the ellipsis next to an entry to sync, download, or delete it from the table.

    Ellipsis next to a single pending entry showing a dropdown with options to Sync, Download, and Delete

     

    You can also bulk-select entries and click Actions to sync, download, or delete them all at once.

    Bulk actions dropdown on Pending transactions page showing a dropdown with Sync, Download, and Delete options

    Selecting Download will download data in a CSV, including headers.

    Learn how to retry failed syncs.

     

     

    Sync examples

    See examples of financial data syncing from Passare to QBO.


    Goods & Services

    Journal entries are created in QBO when the G&S page is signed, re-signed, or the sign date is edited.

    Passare:

    Goods & Services page with contract items
    QuickBooks Online:

    QuickBooks Online journal entry showing Passare's contract items

     

    Payments & Adjustments

    Journal entries are created when transactions are created, deleted, or edited.

    Passare:

    An ACH and insurance assignment entry on Payments & Adjustments in Passare

    QuickBooks Online:

    ACH and insurance assignment entries in QuickBooks Online

     

    Checks

    Journal entries are created when a check is printed, reprinted, or voided.

    Passare:

    Check in Passare with "Printed" status

    QuickBooks Online:

    Check entry in QuickBooks Online

     

    Batch payments

    Journal entries are created when a batch payment is processed.

    Passare:

    Batch payment in Passare made up of two payments

    QuickBooks online:

    Two payment entries in QuickBooks Online

     

    Ledger

    Journal entries are created when funds are added or removed.

    Passare:

    A negative and positive transaction listed on Passare's Ledger page

     

    QuickBooks Online:

    QuickBooks Online showing an entry for funds paid and another for funds received



    Troubleshooting errors

    If your user has the Integration log permission, you:

    1. Receive notifications when a sync fails
    2. Can review and retry the failed sync

    Integration log permission checkbox

     

    If an error occurs, you will see a notification in the bell icon.

    QuickBooks sync error notification

     

    Click the notification or go to Integration log > Sync errors tab to view the error.

    QuickBooks Integration log with Sync errors tab selected

     

    You can hover over an error message to see the full details. 

    Hover tooltip on error entry showing the full error description

     

    Go fix the issue in Passare, then click the ellipsis icon and select Retry sync. 

    Error entry with ellipsis menu open showing Retry sync option

     

    If the re-sync is successful, you will see a green success message and the error will disappear.

    Success message after retrying a failed sync

     

    You can see the QBO sync status in Detailed History pages of Goods & Services and Payments & Adjustments.

    Detailed History link

    Detailed History table showing a column labeled "QuickBooks status" and the output "Synced"

     

    Record matching

    With each sync, Passare will match/create Customer and Vendor records in QuickBooks.


    Customers

    If synced financials reference a case, Passare will scan QBO customers for an exact name match.

    • If it finds an exact match, Passare will create a link between the case and QBO customer.
    • If it does not find a match, Passare will create the decedent as a new customer in QBO.

     

    Financials linked to a customer will appear in that customer's record.

    Passare:Payments & Adjustments page on Ben Franklin case showing a $4,120 contract, one payment for $1,000, and another for $300


    QuickBooks Online:QuickBooks showing $4,120 balance, -$1,000 and -$300 in a customer record labeled "Ben Franklin"

     


    Vendors

    If synced financials reference a business, Passare will scan QBO vendors for an exact name match.

    • If it finds an exact match, it will automatically tie the QBO vendor to the Rolodex entry.

    • If it does not find a match, it will create a new vendor in QBO.

    Rolodex entry automatically matched to QBO vendor with timestamp

     

    Financials linked to a vendor will appear in that vendor's record.

    Passare:$100 check written to "Millie's Catering"

    QuickBooks Online:$100 payment listed in "Millie's Catering" QBO record

     

    Need more information?

    Need Help? Email us at support@passare.com or call 1-800-692-5111.