QuickBooks has a feature called "class tracking" which allows assigning "classes" to transactions. Once assigned, this can be used to generate reports based on classes. For example, you can assign classes to invoices based on "responsible attorney" and then do a report that breaks revenue down for each responsible attorney in the firm.
LeanLaw can be configured to automatically assign classes to invoices that it generates.
Enabling in QuickBooks
Classes must be enabled in QuickBooks to be used. This is done in Company Settings, and is only available to some QuickBooks subscriptions (if you don't have it you probably need to upgrade).
There are two different options when enabling "Track classes":
- Assign classes One to entire transaction: For invoices this means that a class is assigned to the invoice as a whole, not to individual line items.
- Assign classes One for each row in transactions: For invoices, a class is assigned to each line item. This allows assigning different classes to different type of revenue (eg services vs expenses, or different classes for different time keepers).
Enabling in LeanLaw
In LeanLaw, go to Settings > QuickBooks and find the "Set up Class Tracking" button.
Click on "Set up", then check "Use Class Tracking for Invoices". This instructs LeanLaw to set classes when creating invoices for QuickBooks Online.
Options for Class Tracking
LeanLaw will assign classes based on "responsible attorney" for a matter -or- for timekeepers. The options shown in the red square is only available if you have the "Assign classes One for each row in the transaction" set in QuickBooks.
LeanLaw will use the name of responsible attorney as the class for invoices or if the "Track with responsible attorney for each matter" is on it will be used for line items.
If "Track with responsible attorney for each matter" is not on, LeanLaw will set the class for each line item on an invoice to the name of the time keeper.
If you have provided a "Class for Expenses", LeanLaw will assign that class to any expense line items.
If "Automatically create classes in QuickBooks for users as needed", LeanLaw will create a class for users in QuickBooks based on the users name. This class will be used to assign classes to invoices.
You can adjust the classes used for each user, in user settings. Settings > User > click on user:
The invoice class field can be set manually here in case you have classes in QuickBooks already that you would like to use.