Integrating FileMaker with QuickBooks
FileMaker is the ultimate database solution for small businesses. It’s easy to use, extremely customizable, and has been designed over the years specifically for small to medium-sized user sets. At IT Solutions we have developed FileMaker systems for all types of small businesses, from retail to manufacturing. These systems contain any to all aspects of a business’s workflow. Some aspects of the workflow, though, may be better served in other systems. For example, when a small business already uses QuickBooks, one of the most popular small business accounting packages ever, it makes sense to integrate QuickBooks with FileMaker, rather than reinvent the wheel by duplicating functionality that already exists. Let’s take a look at when QuickBooks integration makes sense and what we can do about it.
When FileMaker and QuickBooks integration makes sense
There are two common reasons to choose to integrate FileMaker with QuickBooks, rather than using one or the other exclusively. The first is simply when source data need to be shared between two systems, and the second is when a QuickBooks feature, such as invoicing, needs to be expanded upon and customized to suit the needs of the business.
Sharing data between systems prevents double-entry and the inevitable problems of keeping to separate systems in sync manually. As an example, FileMaker may be used to manage certain parts of a business that QuickBooks simply doesn’t deal with, like a manufacturing process or project management. If some of the same data are used by both systems, such as employee info or vendor records, then either system can be the data source, as long as they can be synchronized often enough to remain accurate.
No matter how robust QuickBooks is, it is still designed for thousands of businesses and therefore cannot completely serve the nuances of individual companies. Many small businesses serve niche markets, offering products and services that are rare or unique, using processes that are different from a typical approach. Often times these niche processes cannot be worked around. Since FileMaker is completely customizable, we can create a system needed to deal with the more complex pieces of the puzzle, and then push the results to QuickBooks in a way that it understands. Then we can let QuickBooks take care of the other pieces of the process that are standard.
A common example of this second reason for integrating QuickBooks and FileMaker is invoicing. If a business needs to invoice in a way that isn’t native to QuickBooks, we can create and produce invoices in FileMaker, roll up and push the invoice data to QuickBooks and allow the remainder of the receivable process to happen there. We can even pull back invoice balances so FileMaker users can check the status of an invoice from inside FileMaker.
How does it work?
Over the years, we’ve used all available means to integrate FileMaker and QuickBooks for our clients. We have found 123sync from SolutionsMakers, Inc. (http://www.solutionmakers.com) to be the easiest and most cost effective way to get the job done. 123sync uses a plug-in in the background to actually push and pull data between systems, but the heavy lifting is already taken care of with a pair of FileMaker “sync” files that are hosted on the same FileMaker server as your solution. First we’ll look at how it works from the FileMaker-to-QuickBooks perspective.
Throughout the work day, records are entered and updated in FileMaker. For example, a user may enter a new customer record, update a customer’s contact information, or create a new invoice for a customer. When completed, these FileMaker records are ready to be sent over to 123sync. This process can either be manual or in a scheduled batch. The IDs are copied into one of 123sync’s FileMaker files and staged. Again, either manually or in a batch at a particular time interval, the records are posted to QuickBooks by 123sync.
Why the extra step by staging the records in 123sync instead of just sending them straight to QuickBooks? 123sync is designed to be the translator between your FileMaker solution and QuickBooks and contains all of the rules necessary for seamless integration. QuickBooks expects data to be posted in a certain order and has many rules to guarantee good data is coming in. 123sync understands those rules so only good data gets into QuickBooks and all records are posted in the correct order. If a FileMaker record breaks one of QuickBooks rules, 123sync logs the error and provides feedback on what went wrong so you fix the problem and guarantee that only good data end up in QuickBooks.
From the other direction, 123sync pulls list data, such as vendors, terms, or shipping methods, from QuickBooks into the FileMaker sync file. Because that data are then stored in FileMaker tables, we can fully integrate with your FileMaker system. We can use the QuickBooks data to drive the value lists in FileMaker to make sure you don’t have to maintain those lists in more than one place. The hardest part is often deciding in which system it makes the most sense to store and maintain the data.
The best thing about 123sync is that the FileMaker sync file is customizable. All of the 123sync processes can be performed manually or automatically as necessary to fit within your business’s workflow. With new features in FileMaker 10, such as script triggers and script timers, we can trigger 123sync functionality from your existing FileMaker solution and let it do all of the heavy lifting in the background. On the other hand, if getting up and running quickly is the priority, the sync file has an easy-to-understand user interface that you can start using right “out of the box”.
If you have any questions about integrating your FileMaker solution with QuickBooks, please do not hesitate to contact me at jason.mundok@itsolutions-inc.com or 866.PICK.ITS
Comment from Ralph Warner
Time January 4, 2012 at 7:05 pm
I’m looking for a way to send invoice data from FMP11 (mac) to QB 2012. I want to automate invoicing in filemaker, but use QB for accouting.
Thanks.