LMN can take the manual work out of entering customer and estimate information into accounting by exporting your customer, address, and estimate information into QuickBooks Online directly. Here's the guide on how to do it.
First: Setup All Your Settings
Before you get right to exporting estimates, make sure you've followed all these setup steps, one at a time to configure your connection and settings between LMN and QuickBooks Online.
You may have already completed these steps, but in case you jumped to this help article first... go back and follow the steps in the link below before you try your first export.
Next: Queue Estimates for Export
Estimates get exported in two steps.
- Add estimates that need to be exported to a queue (This is to indicate the estimate has been sold (typically) and is ready for export to QuickBooks Online. This can be done by anyone with permission to LMN estimating)
- Publishing estimates in the queue to QuickBooks (This step can only be done by users who have LMN Accounting permissions set to Full Access)
This section will show you how to add estimates to the queue.
How to add estimates to the QuickBooks queue (one at a time)
You add estimates to the queue in LMN Estimating. To add a single estimate to the queue, simply open the estimate you wish to add. At the bottom of the estimate screen, click the Mark for QuickBooks Export button to add the estimate to the export queue.
How to add estimates to the QuickBooks queue (more than one at a time)
You can add multiple estimates to the queue without opening them one at a time.
- In LMN, click the QuickBooks menu to expand it
- Choose the Export option
- The screen will then load a list of your estimates. You can use this screen to filter estimates by status, by type, whether they were previously exported or not, or you can search for a specific estimate.
If you're re-exporting an estimate you've previously exported, make sure to set the Previously Exported option to Yes.
- Click the Export to QuickBooks buttton beside any estimate(s) you wish to add to the queue
- The button will change color and say Queued to let you know its ready to be published to QuickBooks
- Click the Export Queue tab at the top of the screen if you want to review the entire list of estimates waiting in the queue
Next: Publish Your Estimates to QuickBooks Online
To actually export estimates from the queue to QuickBooks Online, you'll have to login to our QuickBooks Online/LMN Sync app.
You can access this app in 1 of two ways:
- open the QuickBooks menu in LMN and click the QuickBooks Online option.
- bookmark https://accounting.golmn.com - note that the 's' at the end of https:// is critical - your login will not work without that 's'. The 's' helps to ensure a secure connection.
You'll first be prompted with a login screen. Enter your username and password. Only users with Accounting permissions set to Full Access can login to the QuickBooks Online/LMN Sync app.
After logging in, choose Estimates | Publish Estimates on the left hand menu.
The estimates that are in the export queue will show up on this screen. If no estimates show up, you don't have any in your queue. Note the two tabs at the top of the screen Standard estimates show in one list and Service estimates show in another.
Step One: Select the Publish Type
You can choose either a Summary or a Detailed type.
Summary Type Export (most common): Will export 1 line item for each work area or service in the estimate.
Detail Type Export: Will export a line item for every single item on the estimate. This option is not used often, since most contractors don't show clients every detail behind the estimate.
Step Two: Select the QuickBooks Customer
There are a few different scenarios you will encounter when exporting an estimate to QuickBooks Online. Here's an explanation of each situation and how to handle it.
New Customers (customer does not exist in QuickBooks): Leave the setting at New Customer. When exporting this estimate, LMN will create a new customer in QuickBooks Online using the customer info in the estimate.
New Customer; New Sub-Customer (customer does not exist in QuickBooks): Sometimes you want to create a job (or subcustomer) under a customer for better tracking of customers who have multiple jobsites. If you change the setting to New Customer; New Subcustomer, LMN will create a new customer using the estimate's customer/CRM information as the Billing Address and a sub-customer under that customer with the jobsite's address as the Shipping Address.
Match To Existing Customer: Sometimes the estimate's customer already exists in QuickBooks, but the name is spelled differently. In this case, use the Look for QuickBooks Match button and select the QuickBooks Online customer. LMN will export a new estimate under the selected customer's file.
Match To Existing Customer; Subcustomer: If the customer already exists in QuickBooks and the Jobsite already exists as a sub-customer, you can export the estimate information to a QuickBooks Online Subcustomer by clicking the Look for QuickBooks Match button and choosing the sub-customer (one of the indented rows) in QuickBooks Online for whom you want to export the estimate.
Match To Existing Customer; Create a New Subcustomer: Finally, there's the situation where the customer already exists in QuickBooks, but the jobsite (sub-customer) is new. You can easily create a new jobsite (sub-customer) for any existing customer by clicking the Look for QuickBooks Match button and selecting the customer for whom you want to export the estimate. After you've selected the customer, click the Select QB Customer dropdown and choose the New Subcustomer option.
If you made a mistake in any of your matching settings, you can always click the Edit Match button and choose a new match, or clear your match to return to the new customer options.
Publishing Your Estimates to QuickBooks Online
When you're finished with your new customer/matching settings, click the Publish to QuickBooks button in the bottom right. First, you'll get a confirmation message making sure you're ready to publish your estimates. If you're sure you're ready, click YES.
The Request Queue
After you click Publish, your estimates will be queued for export from LMN to your QuickBooks Online account. An export may wait in the queue from 30 seconds to 3 minutes, but rarely longer. To check on the status of your job, click the Continue to Job Status button.
Next, you'll be taken to a screen where you can see the time you submitted your request, a description, the number of estimates, and the current status. You can click the Refresh button in the upper right corner to refresh your status at any time.
When the export is waiting it will show a status of QUEUED.
When the export is currently processing, it will show a status of PROCESSING.
Results and Troubleshooting
When the export is finished, it will show one of the following statuses:
- Successful: No errors were detected, your estimates have successfully exported to QuickBooks Online
- Partially Successful: Some of your estimates went over fine, some had errors
- Error: Your export operation encountered an error and none of your estimates were exported successfully.
A log will be emailed to you with details about your export. The log will contain ID's of the estimates exported and, if an error is thrown, a description of the error. The log will be emailed, automatically to the email address of the user account who ran the export.
Error logs send immediately, but depending on email servers, you may have to wait 0 to 5 minutes for the log to show up in your email. If you're not receiving a log, make sure the email attached to your LMN user account is the email you're checking!
Sometimes the cause (and solution) to the error is contained in the log file. Othertimes, it's a little more work than that. If you've looked at the error log and still can't figure out how to fix the problem, don't worry, we're here to help. Simply forward the email, with the log, to email@example.com and we'll dig a little deeper to help you get past your problems.