CounselEAR

QBO Scheduling

Registration: New User

Conversion Team

Conversion Team Ticket - New/Converting Account

QB/Xero Team

Moving from QBD to QBO

QB Question : How to handle diff Tax rates on a same invoice when syncing to QB

Hello,

I'm following up with you regarding your question and can provide some additional clarification regarding the tax rates.

I see that you have more than one tax rates saved under Administration > Invoices > Tax rate:

When syncing over to QuickBooks, the tax rate saved on the invoice>invoice info tab takes precedence over the tax rate saved on the individual line items.

You also asked what happens if there are items with different tax rates in a single invoice. In that case, you will want to mark the invoice as tax exempt. When you do that, when syncing, the system will look at the individual item tax rate. This will then show the specific tax rate saved for every item when carried over to QBs.

Please try this approach next time. Let me know if you have any further questions.

Thank you,


QBD error : There is a missing element: "TxnID"

QBD: How to reconnect my QBD?

QBO : How to disconnect the QBO integration

QBO error : Access token cannot be null or empty

• Go to Administration>clinics>clinic list>edit next to the location>Financial tab>click on setting next to QuickBooks.
• Click on the word disconnect
• 
• Wait 2 mins and then click on Connect to QuickBooks to connect the accounts again.
• Once done, go to the widget and click on the gear symbol and check the box next to the patient's with that error and  click "Update Status."

QBO error : Tax Code: 'Sales Tax' not found in QuickBooks referencing invoice xxxxxx, clinic: xxxxx Audiology

QBO Introduction

QuickBooks Desktop integration info

•  Invoice and Payment Level Sync - CounselEAR syncs invoices and payments with QBD. Stock/inventory information, vendor bills, and receipts are not stored or synced
• Refunds - Refunds issued in CounselEAR do not automatically sync to QuickBooks Desktop (QBD). You will need to manually enter refunds in QBD whenever they are issued in CounselEAR. 
• Adjustments - Adjustments applied to line items in CounselEAR go over to QBD as credit memos, which need to be assigned manually in QBD
• Manual Sync -  The synchronization process is manual. It is recommended to set aside a specific day and time, once or twice a week (depending on the number of invoices generated), to run the sync. During this process, all invoices and payments with a "Ready" status will be merged into QuickBooks.
• Error Tracking widget - The "QuickBooks/Xero Sync - Failed((A listing of all CounselEAR invoices that failed to synchronize with QuickBooks.) " widget on your Dashboard will display any failed transactions and the reasons for failure, allowing you to reprocess them. We highly recommend that you resolve the failed to sync invoices before you run the next sync.
• Past Dated Invoice Sync - CounselEAR can sync past dated invoices to QBD, giving you more flexibility.
• Setup Process - There is a small set up process that is high required where we will help you with setting up the mapping of the line items between the two systems and other areas like taxes (if applicable).We require a total of 2 calls for the entire set up process. First would be a half hr and the following would be a 1 hr call where we push the first sync.

Xero : Why are my Refunds not syncing over to Xero?

Xero and Square

Xero error : "Account type is invalid for making a payment to/from"

Xero error : ” Invoice not of valid status for modification”

 It needs to be set up as a new invoice in CounselEAR, as that is what is used to match the invoice with Xero. Doing so will set the Invoice> Xero status as ready, and it should then sync.

Xero Error : Invalid_grant"

This will re-establish a new connection. Finally, go to the Dashboard, click on the wheel icon, check the box for dates, and save. This action will update all the invoices to the 'Ready' status, enabling them to sync.

Xero error : Invoice not of valid status for modification

XERO Integration Information

•  Invoice and Payment Level Sync - CounselEAR syncs invoices and payments with Xero. Stock/inventory information, vendor bills, and receipts are not stored or synced 
• HIPAA Compliance -  Due to Xero's non-HIPAA compliant status, CounselEAR does not sync any patient-specific information (e.g., name, DOB, address). Instead, patients are represented by an ID number,  which will be assigned to every patient in CounselEAR over to Xero. 

• Automatic Sync - The sync runs automatically approximately every 6 hours and only syncs invoices and payments marked as "Ready." You can choose to default new invoices/payments to "Ready" or "Not Ready.". 
• Sync Error Tracking -  A dashboard widget called "QuickBooks/Xero Sync (A listing of all CounselEAR invoices that failed to synchronize with QuickBooks.) - Failed" displays invoices that fail to sync and the reason for failure. 
• Past Dated Invoice Sync : CounselEAR can sync past dated invoices to Xero.  
• Setup Process - A brief setup process is required to map line items, taxes, set up invoice due dates etc between the two systems.
  To ensure a smooth and accurate setup, we highly recommend that you schedule a session with a CounselEAR representative to assist you with this process.

Xero, How to disconnect integration?

Setup Team

Clinic Logo Uploaded

Let me know if you have any questions.  Thanks!

CounselEAR Request Received

Difference between Questionnaires and Form Docs

Form Document & Questionnaire Templates Created

Form Document Templates Created

government and company templates

We do not typically create templates for government forms in CounselEAR because they need to be in the exact format and might be denied if you were to create them in CounselEAR.  I recommend that you continue to use the state issued form.

Line Item List Imported

Logo & Signature Uploaded

Let me know if you have any questions.  Thanks!

{{ticket.agent.name}}

Logo vs Letterhead

New Clinic Registration (AUS)

New Clinic Registration (US)

Non Scanned Request

Questionnaire Templates Created

Signature Uploaded

To streamline request

Please note:  To streamline requests, please submit all template requests to setupticket@counselear.com  (logo, signature, questionnaire, form document, email, letter, report, etc.)  

TIMS Migrations

TIMS Company Registration Email

• [About Us] 
• [Why CounselEAR]

• If a location in your Clinic is open 3 days a week or more on average: That location qualifies for a Full-Time rate
• If a location in your Clinic is open 1-2.5 days a week on average:That location qualifies for a Part-Time rate (50% off the Full-Time rate)
• If a location in your Clinic is open less than 1 day a week on average: That is a Satellite location, (Base Rate is No Charge and Add-on Features are 50% off the Full-Time Rate)

TIMS Company Registration Email for Canadian Clinics:

• [About Us] 
• [Why CounselEAR]

• If a location in your Clinic is open 3 days a week or more on average: That location qualifies for a Full-Time rate
• If a location in your Clinic is open 1-2.5 days a week on average:That location qualifies for a Part-Time rate (50% off the Full-Time rate)
• If a location in your Clinic is open less than 1 day a week on average: That is a Satellite location, (Base Rate is No Charge and Add-on Features are 50% off the Full-Time Rate)

Training Team

Closing - No Response from Clinic

Guided Training Exercises

Meeting Recording

No Show Clinic for Scheduled Trainings - 3rd time send this

We hope this message finds you well. We see that you have scheduled three trainings with us, and we have received no communication of your need to cancel of reschedule them prior to the training time. While we completely understand the demands and at times chaotic nature of a clinic we do need to be notified when a change to a training is needed. 

Please reach out in a months' time to request another scheduled meeting with our training team. In the meantime, we highly encourage you and your staff to utilize our support team via email, support ticket, Live Chat, or calls during our support hours. Please also use the Guided Training Exercises and tutorials from our Video Library as needed. Thank you for your understanding. 

Opening Response - Follow Up

Opening Response (no TFF, no WFT, no Q&A)

Opening Response (TFF done, no WFT, no Q&A)

Opening Response (TFF done, WFT done, no Q&A)

Opening Response (TFF done, WFT done, Q&A done)