ArborNote Sync to Quickbooks Desktop

Syncing ArborNote (AN) with QuickBooks Desktop (QBD)

To Sync ArborNote (AN) with your QuickBooks Desktop (QBD) software, you will perform the following tasks:

1. You will select an AN proposal (estimate) that you wish to export into your QBD software, and you will export the AN proposal from AN as a file which may be imported into your QBD software. This exported file is called an IIF file.
2. You will import the IIF file into your QBD software and create a QBD estimate which corresponds to the AN estimate.
3. From the new QBD estimate that you have just created, you will then create a corresponding QBD invoice which you may send to your customer.
4. The result of actions 1-3 is that you have created a QBD invoice within your QBD software that matches the AN proposal which has already been presented to your customer.

To prepare your QBD software for syncing with AN software, AN will provide you:

1. Tree List Excel Spreadsheet
2. Mapping screenshot with step by step instructions to create your QB estimate and invoice with.

Preparing your QBD for syncing with ArborNote involves the following 3 Steps:

1. Importing the Tree Name List and additional items (a-e) into your QuickBooks Desktop (QBD) Item List.
   (ArborNote will supply a Tree Name List typical for your geographic location ready for upload to your QBD Item List.)
2. Creating a QuickBooks Estimate (Proposal) to match the ArborNote Proposal.
3. Creating a QuickBooks Invoice to match the QuickBooks Estimate (Proposal).

Once the above steps are complete ArborNote can sync to QuickBooks Desktop by exporting.

Follow the instructions below:

Step 1: Importing ArborNote Tree Name List into QuickBooks Item List:

Note: Quickbooks will automatically import the tree names as Service Items at $0.00 price.

1. Go to QuickBooks File menu, select Utilities then Import and then Excel Files.
2. If you get the Add/Remove Multiple List Entries window, click No.
3. Follow the wizard on importing files.
   1. Select type of data “Products I sell”

1. QuickBooks will then open a formatted Excel Spreadsheet.
2. Copy Tree Names (up to 400 Tree Names at a time) from the ArborNote supplied Tree Name List.

Paste the copied items into the QuickBooks formatted Excel spreadsheet.

1. 1. You will be given the option to Add My Data Now. Click on Save and Close.
   2. Review results and view the Data in QuickBooks.
   3. *Repeat steps (a-f) if you have additional trees to import from ArborNote Tree Species List Excel Spreadsheet (Up to 400 Tree Names at a time until completed.)

Important: The following items (a-e below) also need to be added to the QuickBooks item list in order to correctly map the QuickBooks Estimate and QuickBooks Invoice Templates. It is important to create the items exactly as they appear below:

1. Go to QuickBooks Lists menu, then select Item List.
2. Click the Item List drop down of the window that opens.

1. Enter Type: Service and Item Name/Number: exactly as below for items (a-d) and Save.
2. Permit
3. Sub-Total
4. Materials
5. Waste Disposal
6. Sales Tax
7. For item e. Enter Type: Sales Tax and Item Name/Number: Sales Tax.

Step 2: Creating and Mapping Templates in QuickBooks

1. Create a QuickBooks “Estimate Template (Proposal)” that will map to the ArborNote Proposal.
   1. Go to the Lists menu and select Templates, then open to edit or create a new Estimate Template.
   2. Click on Additional Customization.
   3. Click on the Columns tab.
   4. Map the template to match the fields exactly in the screenshot below:

Important Note: Customer billing information does not transfer from the ArborNote proposal to Quickbooks because the billing information is part of the Quickbooks customer profile.

Optional ways to add Customer Billing Information to Quickbooks:

1. Import your customer profile list.
2. Manually enter the customer billing information into each customer profile.
3. Manually enter the customer billing information into each synched estimate.