Title: How to Connect Prima.Law to QuickBooks with Zapier
Introduction:
Prima.Law is an excellent legal case management software, and by integrating it with QuickBooks, you can streamline your billing and accounting processes efficiently. Zapier acts as a bridge between Prima.Law and QuickBooks, enabling seamless data synchronization between the two platforms. In this article, we will guide you through the steps to connect Prima.Law to QuickBooks using Zapier.
Preliminary Steps:
Before you begin the integration process, ensure that you have the following:
- QuickBooks Online Account:
To connect Prima.Law to QuickBooks, you must have an active QuickBooks Online account. If you don’t have one, you can sign up for a QuickBooks Online subscription at their official website. - Zapier Plus Account:
The QuickBooks integration with Prima.Law requires a Zapier Plus account. Make sure you have a valid Zapier Plus subscription to proceed with the integration.
Connecting Prima.Law to QuickBooks with Zapier:
Step 1: Log in to Prima.Law Admin Panel:
a. Sign in to Prima.Law using your administrator account credentials.
b. Once logged in, navigate to the admin panel. You can usually find it in the top-right corner of the dashboard or in the account settings section.
Step 2: Set up Zapier Integration:
a. In the Prima.Law admin panel, locate the option to connect or integrate with other applications.
b. Look for the Zapier integration option and select it.
Step 3: Connect Prima.Law to Zapier:
a. If this is your first time using Zapier with Prima.Law, you’ll be prompted to authorize the connection. Click on “Connect” or “Authorize” to proceed.
b. This action will redirect you to Zapier’s website, where you’ll need to log in with your Zapier Plus account credentials if you haven’t done so already.
Step 4: Create a Zap (Automated Workflow):
a. Once you’re on Zapier’s website, click on “Make a Zap” or “Create Zap.”
b. In the “Choose a Trigger App” search box, type “Prima.Law” and select it from the list of available apps.
c. For the trigger event, choose the one that suits your needs best. This will determine the action in Prima.Law that triggers the integration.
d. Typically you will choose “new transaction” in Prima.Law to be the trigger.
Step 5: Connect QuickBooks Online to Zapier:
a. After setting up the Prima.Law trigger, Zapier will ask you to connect your QuickBooks Online account.
b. Follow the on-screen instructions to authorize Zapier’s access to your QuickBooks Online account.
Step 6: Set up the Action Event:
a. In this step, select “QuickBooks Online” as the action app.
b. Choose the specific action you want to perform in QuickBooks Online when the trigger event occurs in Prima.Law.
c. Typically you would choose to create a sales receipt for each new transaction. This is useful for making sure you have funds that were received in cash, ready for the bank deposit function in Quickbooks.
d. You could opt for a more complex integration by automating the creation of actual invoices. This is not an officially supported action as the invoicing and payment plan tracking is much easier and native to Prima.Law.
When designing the entire zap, remember that there are a few types of transactions based on source. For example, a cash transaction or credit card or money order transaction. You will need to use a filter to make sure that the correct transactions of the certain class are handled appropriately.
This means that a transaction that deals with cash, will be sent down the path and applied to the accounts in Quickbooks designed for cash, so that it will be available in the “Bank Deposit” functionality.
This also means that a transaction that is done with a Credit Card with PrimaPay, needs to be applied to a difference account and a sales receipt created for QuickBooks as well. This requires the creation of a second “Zap” or a branch on the first zap.
Templates we have shared for the creation of this integration are found here:
Zapier “Zap Templates”
Template to share with Prima Users for connecting Prima.Law to Quickbooks for CASH PAYMENTS ONLY
https://zapier.com/shared/bd77ac4ea0c37c857e570b9b5d18fc8dbe92b31d
Anytime a new transaction is created in Prima.Law for a Credit Card Payment, filter my data in Filter by Zapier, find or create customer in QuickBooks Online, and then create a sales receipt in QuickBooks for the credit card payment.
https://zapier.com/shared/049b2374c3a69a53593323af45006c72c899060c
Here is a helpful video to walk you through the process.
Step 7: Map the Data Fields:
a. Zapier will prompt you to map the data fields between Prima.Law and QuickBooks Online.
b. Match the relevant data fields from your trigger event in Prima.Law to the corresponding fields in QuickBooks Online.
Step 8: Test and Enable the Zap:
a. Zapier will allow you to test the integration to ensure it works correctly.
b. After successful testing, enable the Zap to activate the integration between Prima.Law and QuickBooks Online.
Conclusion:
Congratulations! You have successfully connected Prima.Law to QuickBooks using Zapier. Now, data from Prima.Law will automatically sync with QuickBooks Online, simplifying your billing and accounting processes. Enjoy the benefits of a streamlined workflow and improved productivity with this seamless integration. If you encounter any issues, refer to the documentation or reach out to the respective support teams for assistance.
James