QuickBooks Desktop and Online
Works with the QuickBooks you already use
Level Yard runs the jobs: estimates, crews, hours and invoices. QuickBooks keeps the books. Your customers come in from QuickBooks, and invoices, payments and sales tax go back on their own, so nobody types an invoice twice.
- Invoice 1016 sentTax matchesHartley, Susan · $2,083.20
- Payment recordedSent$500.00 applied to invoice 1016
- Customers readDone61 added, 3 held for you to pair up
Every invoice is checked. Level Yard compares its total with QuickBooks' after each one.
- Desktop Pro, Premier and Enterprise
- Online next, once Intuit approves
- Sales tax checked on every invoice
- Your books stay in QuickBooks
Desktop or Online
Two versions of QuickBooks. Both are covered.
Plenty of landscaping companies still keep their books on QuickBooks Desktop and have no wish to move them. Level Yard was built for Desktop and Online from the start, at every team size.
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Works today
QuickBooks Desktop: Pro, Premier and Enterprise
- Connects through Intuit's Web Connector, which comes with QuickBooks Desktop
- Checks in every few minutes while your office PC is on
- Nothing is lost when the PC is off. Changes wait and go across at the next check-in
- Tested on real QuickBooks Desktop Enterprise: customers, invoices, payments and sales tax
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Opening soon
QuickBooks Online
- The owner signs in at Intuit and approves Level Yard once
- Changes go across as they happen, with no PC to leave on
- Payments you enter in QuickBooks Online come back to Level Yard
- Built and tested on Intuit's test companies. Real company files can connect once Intuit approves Level Yard
No QuickBooks? Level Yard runs fine without it, and you can connect it later.
What syncs
Each record has one home.
Jobs live in Level Yard and the books live in QuickBooks. Each kind of record is kept in one place and copied to the other, so the two never disagree about who changed what.
Customers
QuickBooks → Level YardBrought in when you start. They're matched by name, then email, then phone, and any that might be the same person wait for you to pair them up, so nobody gets added twice.
Invoices
Level Yard → QuickBooksEvery invoice goes across with its own number, so QuickBooks and Level Yard agree on which is which.
Payments
Level Yard → QuickBooksApplied to the right invoice. On QuickBooks Online, payments entered in QuickBooks also come back.
Sales tax
Level Yard → QuickBooksWorked out line by line in Level Yard, then checked against QuickBooks' own total.
Your divisions
Level Yard → QuickBooksOne QuickBooks item per division, such as maintenance or hardscape, each tied to the income account you choose. Your item list doesn't fill up with every line of your price book.
Accounts and tax items
QuickBooks → Level Yard, read onlyRead so you can choose where each division and tax rate goes. Level Yard doesn't change them.
Payroll, bills and banking
Stay in QuickBooksLevel Yard doesn't touch them. Approved crew hours come out as a payroll file for whoever runs payroll.
Sales tax
Sales tax that matches QuickBooks to the cent.
In Pennsylvania, mowing is taxable and a new lawn installation generally isn't, so one invoice can carry both. In Level Yard each line is taxable or not, and each of your tax rates is tied to a QuickBooks tax item.
Level Yard works out the tax, tells QuickBooks which tax item to use, and compares QuickBooks' total with its own after every invoice. If they're a cent apart, the invoice shows as an error in the sync log, so a wrong total never slips through quietly.
What's taxable depends on your state and the work. Check with your accountant.
QuickBooks total: $2,083.20. It matches, so there's nothing to do.
Getting connected
Connecting QuickBooks Desktop, step by step.
We go through this with you when we set up your free trial.
- 1
Download your connection file. In Level Yard, open Settings › Accounting, choose QuickBooks Desktop and download the small file it gives you.
- 2
Add it to the Web Connector. On the office PC, open your company file as the Admin user, open the Web Connector from QuickBooks' File menu, and add the file.
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Let Level Yard in. QuickBooks asks whether to allow access. Allow it, then type the password Level Yard shows you.
- 4
Bring your customers in. Click Import customers in Level Yard and let the Web Connector run. Then pick an income account for each division and a tax item for each of your rates.
- 5
Turn on Auto-Run. From then on, invoices and payments go across by themselves every few minutes while the PC is on.
Questions
What owners ask about QuickBooks.
Does Level Yard work with QuickBooks Desktop Pro and Premier?
Yes. Pro, Premier and Enterprise all connect the same way, through Intuit's Web Connector, which comes with QuickBooks Desktop. We test on QuickBooks Desktop Enterprise.
Does the office PC have to stay on?
For the sync to run, yes. The Web Connector lives on that PC and checks in every few minutes. If the PC is off, nothing is lost: changes wait in Level Yard and go across the next time it checks in.
Will it make duplicate customers?
No. Customers are matched by name, then email, then phone. Any that might be the same person wait for you to pair them up instead of being added twice.
When can we use it with QuickBooks Online?
The Online connection is built and tested on Intuit's test companies. Real company files can connect once Intuit approves Level Yard. If you're on Online, request a trial and we'll tell you when it's switched on.
Do payments come back from QuickBooks?
With QuickBooks Online, yes: payments entered in QuickBooks come back to Level Yard every 15 minutes. With Desktop, record payments in Level Yard and they go across to QuickBooks.
What about the sales tax rules in my state?
You set your own rates and decide which lines are taxable, so it follows the rules where you work. What's taxable is a question for your accountant.
Do we have to use QuickBooks?
No. Level Yard runs fine without it, and you can connect QuickBooks later.
Early access
Try it with your own QuickBooks.
We're setting up a limited number of Pennsylvania landscaping companies before the season starts. Tell us which QuickBooks you use and we'll connect it with you.
- Free during early access
- Set up with your own customers and prices
- Your books stay in QuickBooks