TrustLayer's integration with QuickBooks synchronizes vendors and compliance data
Businesses often rely on QuickBooks to manage their finances, but they still juggle other tasks like storing documents, handling projects, and communicating.
One common need across all businesses is making sure vendors have submitted all the necessary paperwork before getting paid.
Right now, QuickBooks users have to jump between different tools to check if vendors are compliant, which is a hassle. Even if they use TrustLayer, they still have to switch back and forth between systems to verify compliance before paying vendors.
With the new TrustLayer QuickBooks integration, users can easily check the compliance status of vendors right within QuickBooks, saving time and hassle.
With the integration, users can:
View compliance status without leaving QuickBooks to improve risk management processes
Keep vendors in sync across core systems, removing tedious double-entry
Improve communication between risk managers, project managers, and accounting teams
Have confidence in financial data to make the best in-the-field decisions whilst having accounting peace of mind as they retain full control over data pushed into accounts.
How it Works
The TrustLayer integration enables QuickBooks users to understand when a company has satisfied its insurance requirements. Businesses can confirm if a company they’re working with is fully compliant or working on gathering needed documentation. This creates visibility and transparency for teams handling vendor onboarding, payment, and more. The integration also eliminates duplication across the systems by automating the creation and syncing of company data stored in QuickBooks and TrustLayer.
Data Map
Supported features
QuickBooks Vendor created as a new TrustLayer party or linked to existing
TrustLayer party compliance status sent to QuickBooks Vendor details page
QuickBooks display name, primary contact, phone, email & website synced to TrustLayer
Integration requirements
Admin permissions to the QuickBooks Online web app
TrustLayer Organization Admin Owner Permissions
Integration functionality enabled on your organization. Request this functionality via [email protected]
Creating the integration in TrustLayer
1 Login to your TrustLayer organization
2 Navigate to Settings
3 Navigate to Integration Providers
4 Select '+ New Integration Provider'
5 Select 'QuickBooks'
6 Select connect to QuickBooks
7 Enter QuickBooks credentials.
8 TrustLayer requires a party type to be selected and automatically selects your default party type. You can change the party type if you would like to use a different party type.
9 If you would like to have a compliance profile assigned to a party when it is imported into TrustLayer, you can select that as the default compliance profile.
NOTE: This is optional and if left blank, parties will be imported without a compliance profile which can be assigned manually one at a time or via bulk actions later.
Mapping Parties - Linking TrustLayer Parties to QuickBooks Vendors
The integration enables you to keep TrustLayer Parties in sync with QuickBooks Vendors. You can manage Party Mapping from Settings > Integration > Parties Mapping
What Party data is synced?
QuickBooks Vendor created as a new party or linked to existing
QuickBooks Vendor contact information >>> TrustLayer Party information
TrustLayer Party Compliance info sent to QuickBooks Vendor details page as an attachment
Setting up party mapping
Navigate to Settings > Integration > Parties Mapping
Pause a moment and allow the data to flow between the systems
When the Parties Mapping view loads:
You can match QuickBooks Vendors to existing TrustLayer Parties
Create new TrustLayer Parties from a QuickBooks Vendor
Set a QuickBooks Vendor as "Do not add to TrustLayer"
Once you are satisfied with your mappings, click the "Confirm all unlinked parties" button
The linking process may take several minutes depending on the size of the QuickBooks Vendor Directory
Once linking is complete, the status in Parties Mapping will be updated to reflect the linking status.
You can also navigate to Parties > All Parties and confirm that you see the Integration indicator next to any linked Party's name.
Mapping parties individually
Note that when you are configuring the integrations, you don't need to submit all the party mappings at once. You can also set the mappings as you go using the selection checkboxes.
Automatically add QuickBooks Vendors to TrustLayer
You will find a toggle at the top of the mapping screen that is turned off by default.
When the toggle is enabled in Parties Mapping, any new QuickBooks Vendor will automatically be added to TrustLayer as a new Party.
Before enabling the "Automatically add new QuickBooks parties", it is recommended to have completed all existing Party linkings. If this feature is enabled before all existing party linking is complete, duplicate records may be created. If that happens, turn off the automatic add options and simply delete the duplicate records in TrustLayer and create the necessary mappings.