Overview of Halcyon Integration with QuickBooks

Halcyon integrates with QuickBooks Online. You can chose to integrate revenue (sales and payments) or expenses (checks and deposits) or both and you can change what you integrate later. 

Video: How Does Halcyon work with QuickBooks?

How Does the Integration Work?

Halcyon staff has to enable QuickBooks integration for you. After that is done you will see available a green Connect to QuickBooks button. 

When you select that button Halcyon will bring up a login screen for your QuickBooks account. Halcyon will not store your QuickBooks credentials. Instead the two cloud-based systems will use standard technology to pass tokens between the two systems. Halcyon will then store that token so you should never have to do this connection again (with exceptions). 

Set Up QuickBooks 

Halcyon transactions will not be sent to QuickBooks until you set up the integration. This setup will determine what QuickBooks accounts are hit for different transactions coming from Halcyon. You might say this is how Halcyon knows about your QuickBooks chart of accounts (aka General Ledger). 

See this article for setting up QuickBooks.

After QuickBooks are setup transactions are automatically synced from from Halcyon to Quickbooks.  When you save transactions Halcyon will tell you if the transaction was sent to QuickBooks.. Additionally, the green dot will let you know that the transaction has been synced. For example, when you save within Case/Purchases Halcyon will automatically and immediately create in your QuickBooks account a Client and an Invoice.

Important Considerations:

1. This is a one-way integration. Halcyon does not pull anything from QuickBooks except the chart of accounts used during QuickBooks setup. Transactions that are added or changed in QuickBooks will not be updated in Halcyon. Let Halcyon be your "single source of the truth". Do not make changes in QuickBooks.
2. If your line items are changed (see line item article) then you must re-setup your QuickBooks configuration. If you fail to do that your transaction details will get the wrong accounting in QuickBooks.
3. If you change your Chart of Accounts in QuickBooks then you must re-setup your QuickBooks configuration. If you fail to do that your transaction details will get the wrong accounting in QuickBooks.
4. If a contract line item is taxed by any tax entity it must be taxed by all tax entities available. This rule influences how your taxes are setup.
5. If a case's purchasing contract doesn't have a buyer it will not get pushed to QuickBooks. QuickBooks requires a buyer. You can continue to edit and save in Halcyon without a buyer and then when you do define a buyer (and save) Halcyon will sync it to QuickBooks.
6. If you attempt to push an unsynced Buyer or Vendor to QuickBooks, but a Buyer or Vendor with that exact same name already exists in your QuickBooks account, you will be prompted by a popup asking you if you'd like to use that already existing Buyer or Vendor. It's possible that the Buyer or Vendor you'd like to push has simply already been created in QuickBooks, and in this case you should just click to confirm. However, it's also possible that you have a new Buyer or Vendor who just coincidentally has the exact same name as an existing Buyer or Vendor (e.g. a second, unrelated "John Smith" from another case, or two auto garages called "AAA Automotive"). In this case, you should click cancel, and then change the name slightly before pushing to QuickBooks. QuickBooks simply doesn't allow identical names for two different Buyers or Vendors.

Important Info for WV Funeral Homes:

West Virginia’s Safe Harbor rule requires that sales tax be applied to 70% of the taxable amount on funeral invoices. Because QuickBooks Online does not natively support this rule, Halcyon adjusts the invoice data before sending it to QuickBooks to ensure full compliance.

Here’s how it works:

1. All invoice line items are sent to QuickBooks with tax turned off.
   This ensures QuickBooks does not incorrectly calculate tax on the full taxable amount.

2. Halcyon calculates 70% of the total taxable amount for that invoice.

3. We add a positive adjustment line to QuickBooks labeled
   “WV Safe Harbor – 70% Taxable Base Calculated Per WVC §11-15-9i”
   This line has tax applied and represents the legally taxable base.

4. We add a matching negative adjustment line labeled
   “Offset for Safe Harbor Taxable Portion (Audit Adjustment)”
   This line is non-taxable and offsets the positive adjustment so the invoice balance remains correct.

This method produces:

• A correct taxable amount under WV Safe Harbor

• An accurate invoice total

• Clear documentation on the invoice itself for audit protection

Frequently Asked Questions:

If I integrate case/purchases to QuickBooks who's name will be on the QuickBooks invoice?

It is flexible but we cannot send both names (decedent and buyer) to QuickBooks. 

Normally the QuickBooks invoice will be in the name of the buyer (or trade customer for trade cases). The invoice in QuickBooks will have a customer that is the buyer in Halcyon. Note that the decedent name will not be shown in QuickBooks. 

We have a setup option available where you can change the QuickBooks invoice to be in the name of the decedent rather than the buyer but we cannot send both names.

If decedent is not shown in QuickBooks then how can I cross reference between Halcyon and QuickBooks? 

If you are looking at a QuickBooks invoice and want to see that case in Halcyon use the Search by Name Dashboard widget and type in that buyer's name and Halcyon will take you right to that case.

Will past transactions get synced to QuickBooks or will only new transactions be sent to QuickBooks?

It is flexible. We can set a date such that only transactions for cases that have Date Services Provided after that date will be sent to QuickBooks. For example, if a case's Date Services Provided is before that cutoff date then payments entered after that cutoff date will not be sent to QuickBooks (and those payments would have to be manually entered into QuickBooks).