Before you Start
You must have active accounts with both CompanyCam and QuickBooks Online.
Integrations require specific plan levels. Ensure that you’re on a paid plan in CompanyCam and the correct plan in QuickBooks Online to utilize this integration.
You must have administrative privileges in both CompanyCam and the correct permissions in QuickBooks Online. If you or another user needs their permissions updated in CompanyCam here is how.
You need to either have the Admin or Manager permissions in order to sync photos to QuickBooks Online.
Your device will need to have CompanyCam App Version: 9.3.8 or later in order to manually sync photos from CompanyCam to QuickBooks Online.
In order to use Signatures with the QuickBooks Online integration, you'll need to be subscribed to the Signatures add-on.
As of November 15th, 2024, accounts cannot subscribe to the Signatures Feature unless they already have the feature enabled on their account. Accounts that have already subscribed will be able to continue using this feature. If you aren't subscribed to this feature, you won't be able to add it to your account at this time.
NOTE: This integration is only available for QuickBooks Online. The desktop version of QuickBooks will not work with this integration.
What is QuickBooks Online?
Quickbooks Online is a cloud-based financial management software. It's designed to slash the time you spend managing your business finances, by helping you with tasks such as: Creating estimates and invoices. Tracking sales and cash flow.
How it works
When a new Customer is created in Quickbooks online, a matching CompanyCam Project is automatically created and a "Quickbooks Customer" Label will be added to the CompanyCam Project. If you create a new Estimate or Invoice for a customer not yet synced to CompanyCam this will also trigger a new Project.
Invoices and Estimates added in QuickBooks online for this Customer will be available in the Documents section of CompanyCam. You will be able to toggle a permission setting in the setup to allow these invoices or estimates to only be viewed by Users in CompanyCam with Admin or Manager permissions (See setup.)
From there you can check out our Signatures feature to fill these invoices or estimates out directly in CompanyCam. Projects with Invoices will have an additional label “Invoice Attached." Projects with Estimates will have an additional "Estimate Attached" label.
A copy of the link to the CompanyCam Project will be available in the Notes section for that customer in Quickbooks online.
Photo syncing is only available for the higher tiers in QuickBooks Online. Photos won't sync from QuickBooks Online to CompanyCam. Manually syncing is available on both the web and mobile app.
You can follow the step-by-step guide below to see the integration in action!
Create Customer in Quickbooks Online. Go to New in the top left corner and select Add Customer and Save The name, address, email, and phone number will sync to the created CompanyCam Project.
Once your Customer is created you can create Invoices or Estimates for that created Customer and Save. Once saved, those Estimates and Invoices will sync to the Document section of the matching Project.
Invoice:
b. Estimate:
Once that information is saved you should see a matching CompanyCam Project. Any Invoices or Estimates added for this customer in QuickBooks will be available in the Documents section and a Label titled "Invoice Attached" and or "Estimate Attached." NOTE: If there is no dollar amount added to the invoice or estimate, the invoice won't sync to CompanyCam.
In the Quickbooks Project, there will be a copy of a CompanyCam Project link available to put in your browser and you will have quick access to your integrated Project using that. You can highlight the copy,"Right click" the deep link, and select “Go To” and it will take you directly to the Project.
Syncing Photos From CompanyCam to QuickBooks Online
On the Web
Once a project is created, you can now manually sync photos from CompanyCam to QuickBooks Online. This can be done using the Action menu on the Project Screen.
To sync photos you'll want to make sure photos are uploaded to a Project created by the QuickBooks Online integration.
Select the photos you want to be synced over.
Select the Action Menu and select Send Photos to QuickBooks Online.
A pop-up will appear allowing you to select whether you want the photos to sync to the Customer Record, Estimate, or Invoice.
Photos synced over will be available in the Attachment section under Customer Details in the Customer Record and at the bottom of the Invoice or Estimate in the Attachment Section. Note: If the sync fails, you'll receive a notification letting you know that the sync did not go through.
On The App
Note: You device will need to have CompanyCam App Version: 9.3.8 in order to sync photos to QuickBooks Online
Once a project is created, you can now manually sync photos from CompanyCam to QuickBooks Online. This can be done using the Action menu on the Project Screen.
To sync photos you'll want to make sure photos are uploaded to a project created by the QuickBooks Online integration.
Select the photos you want to be synced over.
Tap on the Three Dots on the bottom right corner of the screen.
Select Send Photos to QuickBooks Online.
Photos synced over will be available in the Attachment section under Customer Details in the Customer Record and at the bottom of the Invoice or Estimate in the Attachment Section. Note: If the sync fails, you'll receive a notification letting you know that the sync did not go through.
Setup
Please see the steps below to integrate:
Go to the Integrations Tab on the left-hand side of your CompanyCam web version.
Find the QuickBooks Online card and select it.
Hit Connect in the top right corner.
Now the integration is almost complete just follow the steps to link your two accounts by selecting Continue.
Continue signing in with your account and following any additional prompts.
Once you finish logging in with QuickBooks Online that's it! You are now connected.
You can choose whether you would like to Hide Invoices and Estimates synced over to CompanyCam as Documents from Restricted and Standard Users with the settings toggle. When enabled those Invoice and Estimate Documents will only be accessible to Managers and Admins. Example below:
If you need support integrating or have any issues with the integration, reach out to [email protected] or reach out to our live chat!
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