Case Study: Advanced QuickBooks Integration

UPDATE – June 2014:

Since writing this post several years ago I have had the privilege of implementing more QuickBooks integrations than ever, importing data and/or setting up QuickBooks templates to record sales, track inventory, manage projects or import data from a wide variety of Point of Sale Systems, External Databases, Appointment Booking and other apps, such as MindBody, Lava POS, Booker, Filemaker Pro, SalesForce, Xpenser, Freshbooks, PayPal, UltraCart, Central Desktop, etc. If it can be done, I will connect your external app to QuickBooks! If it can’t be imported, I will determine the quickest, most direct method to implement. 


In the past, I have experienced great time savings and increased revenues by linking Filemaker Pro to QuickBooks.

One of my most successful implementations eliminated the data entry required to bill clients for in-house post-production lab work done on behalf of client projects.

Initially, I had to manually type these charges into QuickBooks from hand-written Work-Orders prepared when the client requested materials and turned in to accounting (me) after the materials had been QC’d and sent on to their final destination by the operations staff.

After the Filemaker ERP Database was implemented, client orders were created and fulfilled digitally through Filemaker, thus increasing the secondary lab income by tracking every resource, material, asset and labor utilized in fulfilling hundreds of weekly client requests and orders by specific project title. This previously unmanageable data was concatenated and imported daily to QuickBooks from the company’s proprietary (Filemaker Pro) Enterprise Resource Management database, and the database was updated by QuickBooks to insure all editorial and creative work was charged to a billable project and that all production costs were linked to a purchase order listing an existing billable project ID.

QuickBooks also updated the ERP database to insure all work done and all client source materials and inventory was properly indexed and connected to a sequential, unique project ID# created by accounting staff in QuickBooks. This way, all costs were managed and tracked on a real-time basis, and expenses could be automatically marked-up and re-billed to the client at any time, with just the push of a button.


In plain English, I created a dynamic system harnessing the superior accounting prowess of Quickbooks Pro with multi-dimensional, cross-platform data management capabilities of Filemaker Pro to effortlessly organize projects, customers, billing, expenses and payments for hundreds of concurrent projects spanning anywhere from a month to several years, thus increasing profits, inter-company communication and productivity while assisting the company to perch itself at the top of it’s market, reaping huge advantages and building it’s capital value, while establishing itself as an industry leader during a period of rapid and substantial growth .

CLICK HERE to Read more about “The Use of Apps & Breaking information OUT of Data Silos”, to learn the latest in utilizing information that is created in one program with information in a different program matched by unique values (like viewing your QUICKBOOKS Customer balances, Products and Services, or Unbilled Labor & Costs from within your CRM SOFTWARE, etc.)

….and also to get a few of my key suggestions to show you how you can utilize this technology immediately (right this second!).

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