Quickbooks Online API integration Software Instructions

Set Up Required Accounts in QuickBooks

These three accounts must exist in your QuickBooks Chart of Accounts with exactly the Account Type and Detail Type shown. The wrong type means the account will not appear in any Lawmatics dropdown.

Most common issue — Trust Liabilities not showing up:
Go to Chart of Accounts in QuickBooks Online → find the account → Edit → set Account Type to Other Current Liabilities and Detail Type to Trust Account Liabilities.

• Operating account exists in QuickBooks Online
  Account Type: Bank
  Detail Type: Checking or Savings
• Trust account exists in QuickBooks Online
  Account Type: Bank
  Detail Type: Trust Account
• Trust Liabilities account exists in QuickBooks Online
  Account Type: Other Current Liabilities
  Detail Type: Trust Account Liabilities

Set Up Products & Services in QuickBooks

Lawmatics Invoices are itemized with time entries, expenses, adjustments, write-offs, surcharges. These map to specific Product or Service items in QuickBooks Online. Create these in QuickBooks first, otherwise you will only have the default “Services” item, and your QuickBooks Online reporting will be less effective.

• At least one item created for billable time / flat fees
  Must point to an income account
• Separate item created for client-advanced expenses (filing fees, etc.)
  Must point to an asset account — not income
• Item created for write-offs (if your firm uses them)
• Item created for adjustments (if your firm uses them)
• Item created for surcharges (required if using LMPay surcharging)

Decide Where Payment Methods Route in QuickBooks

Each payment method in Lawmatics maps to a Payment Method in QuickBooks Online.

Note: Mapping to Undeposited Funds is not currently supported.

• Confirmed which bank account each payment method should route to
  Check with your bookkeeper if needed before completing this step

Connect QuickBooks to Lawmatics

Only connect after the accounts and Products & Services above are in place. If you connect first, the mapping dropdowns will be empty or incomplete.

• Go to Settings → Integrations → QuickBooks Online in Lawmatics
• Click Connect and authorize access to your QuickBooks Online account
• Confirm the connection is active — your QuickBooks Online company name should appear

Complete All Mappings in Lawmatics

Now map everything in Lawmatics to what you set up in QuickBooks Online. If a dropdown is empty, you’ll need to go to QuickBooks Online and update or create the missing item.

• Map Accounts: Operating, Trust, and Trust Liabilities all filled in
  No “Unmapped” labels should remain in this section
• Set Default Type mappings for time entries, expenses, and adjustments
  These are the catch-all fallback if a type has no specific mapping
• Map individual activity types and expense types as needed
  Any type not specifically mapped will fall back to the default. If an item is still available as an option on the Lawmatics Types dropdown, it has not been mapped yet.
• Map payment methods to the correct QuickBooks Online bank account
  If an item is still available as an option on the Lawmatics Types dropdown, it has not been mapped yet.
• Map surcharge field (required if using LMPay surcharging)
• Confirm nothing remains on the left side of any mapping section

Lawmatics
QuickBooks Integration Checklist
Questions?
Contact support@lawmatics.com or visit help.lawmatics.com