BigWave Now Talks to QuickBooks Online
Your office finishes the job in BigWave. Then someone types the same invoice into QuickBooks. Then the customer pays, the bookkeeper records it in QuickBooks, and BigWave never hears about it. So your office calls a customer who has already paid.
That ends now. BigWave connects to QuickBooks Online.
You connect once. You pair your records once. After that, BigWave keeps your books current while your team does the work.
Your customers, in one place
You pick which system owns your customer list: BigWave or QuickBooks. Customers flow one way, from that system to the other. Nobody wonders which copy is right.
If QuickBooks owns your customers, your dispatcher can still add a new customer in BigWave when the phone rings. BigWave sends it to QuickBooks once, and from then on your bookkeeper edits it there.
Your Sites stay just as they are in BigWave. Each Site’s address rides along on the invoice as the service location, so your bookkeeper can see where the work was done.
Every invoice lands in QuickBooks, in full
Every invoice and credit memo BigWave builds goes to QuickBooks with all the detail:
- Your invoice number. The same number in both systems, so your customer, your office and your bookkeeper all quote one number.
- Every line, with BigWave’s description of the service, the hours, the material and the quantity.
- The right income account. Your bookkeeper maps each service and each material category to a QuickBooks product or service once. Every line then posts where it belongs.
- BigWave’s sales tax. The tax your customer was billed is the tax your books show.
- The billing address, service address, dates and PO number, so your bookkeeper can answer a customer’s question without opening BigWave.
Quotes stay in BigWave. They move no money, so they don’t clutter your books.
You choose who sends the invoice
Some offices like BigWave to email invoices. Some bookkeepers like to check every invoice in QuickBooks and send it from there. BigWave works both ways.
- BigWave sends. BigWave emails the invoice as it does today and sends a copy to QuickBooks. Change the invoice later, and QuickBooks gets the change.
- QuickBooks sends. When you approve an invoice, BigWave sends it to QuickBooks, marks it In QuickBooks and locks it. Your bookkeeper reviews it and sends it. Your customer never gets two copies.
Payments flow both ways
Record a check in BigWave, and it goes to QuickBooks against the same invoices, split the same way. Online card payments taken through BigWave go too.
Record a payment in QuickBooks, and it comes into BigWave. The invoice shows paid in both places. Your office sees what your bookkeeper sees, the same day.
Nothing doubles up
When you first connect, BigWave looks at both customer lists and suggests which records are the same customer. Strong matches come pre-ticked. You confirm each pair, and nothing pairs without you.
You also set a start date. Invoices and payments from before it stay out of QuickBooks, because your bookkeeper already entered them. Your past revenue is never counted twice.
Problems never hide
If a record can’t reach QuickBooks, BigWave tries again for a while on its own. If it still can’t get through, BigWave marks the record Not in QuickBooks with the reason, right where your team works. One page lists everything waiting, with a button to try again.
The person you name gets a daily email, but only on days something is stuck. No news means it all went through.
Time cards go to payroll
BigWave already knows who worked and for how long. Lock a time card, and it goes to QuickBooks for payroll as a Time Activity on the right employee. You pair each technician with their QuickBooks employee once. Every card goes as not billable, because the labor is already on the BigWave invoice, so you never bill it twice.
Switch it on
QuickBooks Online is a paid add-on. Call or email us, and we’ll switch it on for your company. Then your administrator connects your QuickBooks file on the Setup screen, pairs your customers, and you’re running.
Stop typing everything twice. Contact BigWave to get started.
The full setup, step by step, is in the user manual: connecting QuickBooks Online.