Connecting to Your QuickBooks Online Account


If you currently use QuickBooks Online, then you're in luck! FirstVisit can import clients and services from your QB Online account, and push important information into QB, such as time activity (for generating invoices and payroll), or invoices themselves.


To connect to your QuickBooks account, log in to FirstVisit, and navigate Settings > Quickbooks Integration and click on "Connect to QuickBooks" as seen in the screenshot below.


Doing so will open up a new window. If you're already logged in to QuickBooks in your current browser session, then it's just a matter of clicking the "Connect" button as seen below.


From there, you can manually import Employees and Customers from QuickBooks Online into FirstVisit.


If you have any questions or issues, contact us here at FirstVisit.


Importing or Exporting Employees and Clients

Deciding whether to import or export data will rely on where your more complete set of data lives.vIf you already have all of your employees and customer  entered in QuickBooks Online, then you will want to import them into FirstVisit. If you have been using FirstVisit, and are new to QuickBooks online, then you are better off exporting from FV into QBO.


If users exist in both places, then you can also link users from one system to another, though this is easiest if their email addresses match between both systems.


Before pushing data to QuickBooks Online, ensure that all relevant customers and employees have been created and linked between FirstVisit and QuickBooks Online.

Pushing Time Activity to QuickBooks

  1. Sync your QBO account via Settings > QuickBooks Integration

  2. Ensure that your clients and employees are synced by either exporting to QuickBooks or Importing from QuickBooks.

  3. Approve shifts from the ‘Timesheets’ page found in FirstVisit via Reports > Accounting: Timesheets

    1. Any approved timesheets will have their data pushed to QBO as Time Activity, which can be used to generate invoices and payroll.

Creating an Invoice from Time Activity


Once you have synced your QBO account, employees, and clients, any approved timesheets will be automatically sent to QuickBooks Online.


To generate an invoice in QBO, if you’re in “Accounting View”, navigate to Get Paid and Pay > Invoices. From there, select “Create Invoice”.


Next, select the customer to create an invoice for in the top-left corner.


Once you select the customer, any billable time from time activity will appear in a side panel on the right of your screen. Add any relevant time activity to the invoice.

Once the totals are correct, you can select “Save and Send” to finalize the invoice and send it to the client.

Generating Payroll from Time Activity

First, navigate to Payroll in QBO, then select “Run Payroll” in the top right corner.


Once you have selected “Run Payroll,” make sure you are selecting the correct pay period.


If the pay periods listed in the Pay Period dropdown menu don’t line up with your business’s pay periods, you will need to set that up. Here is a QBO article on setting up pay periods. You can also edit the pay period of a single employee, and it will optionally let you move all employees to that pay frequency.


Note that Quickbooks support indicates that “If you want to delete or change a pay schedule, contact us so we can help you.”


To edit the pay schedule for individual employees, see this QuickBooks article.