Procare Software integration questions

pallc · ‎June 25, 2021

Hello,

I have a daycare client that uses Procare and QuickBooks. Currently, they do not have these two integrated. Because they get several different subsidies, they have clients listed in Procare only ONCE and in QuickBooks 1-3 times. So it goes like this:

In Procare, client John Smith would be listed as:

Name "John Smith"
In Procare Invoice, they would have line items for "parent fee" , "private pay", and "state grant"
Let's say this one invoice totals up to $500.00

In QuickBooks, they have John Smith listed as:

Name "John Smith-Private", "John Smith-Parent Fee" , and "John Smith-State Grant:

they split the payments up so it would be $100 , $200 , and $200 to each respective account

I would like to integrate QuickBooks and Procare to cut down on all of the data entry. So my questions are:

If Procare has income line items for parent fee, private pay, and state grants will QuickBooks recognize this and categorize them the same way if I set the Chart of Accounts up to match ProCare?
If we receive one single batch ACH payment per month and I hook up the bank feed, can I split the batch deposit and categorize to each client in QBO?

Angelyn_T · ‎June 25, 2021

Hi there, @pallc.

QuickBooks Online (QBO) supports integration between multiple applications. At this time, I would recommend reaching out to Procare Support so they can discuss how the app works with QuickBooks.

On the other hand, yes QBO supports multiple lines for different item types, accounts, and categories. I'm adding these links for more hints about handling items and accounts in QBO:

With regards to payments, the system automatically provides match suggestions to the existing transactions in your account. If not, you can start your search to match the downloaded transaction.

Tap on Banking or Transactions at the left pane.
Go to the Banking page, then select the tile for the account you want to review.
Select the For Review tab to start your review.

For more information, you can open this article: Categorize and match online bank transactions in QuickBooks Online.

Once you've integrated your third-party app to QuickBooks, you can get started with QuickBooks through this link: Help articles, video tutorials, and more.

If you have any other QuickBooks questions, please let me know by adding a comment below. I'm happier to help. Have a good one!

kkg1 · ‎October 24, 2023

Using Procare Solutions and QBO Intuit - first invoice run on 10/1. When running P&L on Quickbooks, all revenue was dumped into Services. How do I get it to individually book to each program (ie 3 Day 3's?)

ZackE · ‎October 24, 2023

Thanks for joining this thread, kkg1.

For any questions about how Procare Solutions sends data to QuickBooks, I'd recommend getting in touch with their support team.

If some transactions in QuickBooks were put into incorrect accounts, you can access the records and change which account(s) they're assigned to.

Here's how:

In your left navigation bar, go to Transactions, then Chart of accounts.
Find the account you're working with an click its View register option.
Locate your transaction and hit it to expand its record.
Press Edit.
Make the necessary changes.
Select Save and close.

You'll also be able to find many detailed resources about using QuickBooks in our help article archives.

Please feel welcome to send a reply if there's any additional questions. Have a wonderful day!

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