BetterHQ has many features and is perfect for managing your daily business life, but there’s some things for which an accounting program is handy and the BetterHQ + Reckon Accounts Hosted integration offers the perfect solution!
Once connected your Invoices, Clients, and Items (including Inventory) will sync between your BetterHQ & Reckon Accounts Hosted accounts. Plus, both apps are fully online so you can access your data on the go.
BENEFITS OF INTEGRATING BETTERHQ WITH RECKON ACCOUNTS HOSTED
Sync Clients
Automatically push clients from BetterHQ to Reckon Accounts Hosted, and vice versa so you're client data is always matched.
Sync Invoices
Any invoices created in BetterHQ will also be added to your Reckon Accounts Hosted account. Invoices will include unpaid, partly paid and fully paid invoices.
Sync Items (& inventory)
Items from Reckon Accounts Hosted will be synced to BetterHQ. Any existing products in BetterHQ will remain in BetterHQ. Any sales will adjust the inventory count of the associated Items in Reckon Accounts Hosted.
HOW THE INTEGRATION WORKS
After connecting your BetterHQ and Reckon Accounts Hosted accounts the following will happen:
Client Syncing:
Clients in BetterHQ will be added to Reckon Accounts Hosted.
Clients in RAH will also be added to BetterHQ
When a client is added to BetterHQ, the client will be added to Reckon Accounts Hosted overnight.
On each client row in BetterHQ, you can view the Client Sync Status show in a circle icon with status.
Clients added from RAH will have a 'RAH' pill showing that these clients originated from RAH.
If you delete a client from BetterHQ which was already synced to RAH, if you then click 'Sync Clients to RAH' button in BetterHQ or the auto-update is run overnight, the corresponding client in RAH will have their status updated to Inactive (in RAH). In short, if you delete a client in BetterHQ, that synced client in RAH will be updated to Inactive. You will find the client in the Inactive Clients list in RAH.
These are the fields we are syncing between BetterHQ and RAH
Name
FirstName
MiddleName
LastName
BillAddress(Addr1, Addr2, City, State, PostalCode)
Phone
Fax
Email
Contact
Tip: if you have duplicate clients you can always use the Client Merge feature in BetterHQ to merge client records and remove the duplicate
Invoice Syncing:
Invoices created in BetterHQ will be added to Reckon Accounts Hosted.
When an invoice is created in BetterHQ, the invoice will be added to Reckon Accounts Hosted overnight.
On each invoice row in BetterHQ, you can view the Invoice Sync Status
Depending on the unit you have set for your products / items, QTY on RAH Invoices will sync up to 3 decimal places
Products / Items Syncing: After completing the integration steps and mapping:
Items in your BetterHQ account will be synced to Reckon Accounts Hosted.
Vice versa, items in your RAH account will be synced to BetterHQ.
After the initial items syncing, any new items you would like to sell must be added to RAH. Once added to RAH, run the Product Sync in BetterHQ again and the new RAH items will come across to your BetterHQ account for selling (Reckon Accounts Hosted is the source of truth for Items)
When a sale is made of an Item, if that Item has inventory, the inventory will be updated in Reckon Accounts Hosted when the corresponding Invoice sync is completed from BetterHQ to RAH.
RAH Invoices will not sync to BetterHQ.
The integration supports these Reckon Accounts Hosted Item types: inventory, non inventory, services, assembly items and group items.
On each product row in BetterHQ, you can view the Item Sync Status
Barcodes: to sync an item barcode from RAH to BetterHQ the barcode needs to be added as a custom field in RAH with name "Product Barcode". If there is barcode data in this field then it will be synced to BetterHQ.
Item Name length limit in BetterHQ when syncing to RAH - Item names in RAH are limited to 31 characters. If name in BetterHQ is longer than 31 char the sync to RAH for that item will fail. You will be notified by email if an item was not successfully synced. When an item sync fails, you can update the product name in BetterHQ and then click on the 'Sync Products' button on the integration tile. BetterHQ will attempt to sync the item to RAH again.
When syncing products from BetterHQ to RAH, the product name must be unique in RAH. If you need to have a duplicate product name synced to RAH, rename the Product in BetterHQ and sync again. By doing this the product will also add to RAH with the updated item name.
GET CONNECTED
PART 1: Before you start, set up RAH first
Add a new user to RAH company file labeled 'BetterHQ API'
Switch RAH file to Multi user mode (from Single User mode). This allows BetterHQ to connect at the same time as the main admin user without interruption)
Add a new bank in RAH labeled 'Clearing' (you may already have this set up and this will be used to assign BetterHQ payments to bank accounts in RAH)
Confirm your payment methods in RAH, add any additional payment methods that you want to match with BetterHQ payments. When you connect BetterHQ to RAH, you will need to map the payment options in BetterHQ to payment methods in RAH. These payments will be sent across with Invoices you have synced from BetterHQ to RAH.
Tip: When you are finished with RAH, Close the Company file, exit and then Logoff Reckon Accounts Hosted.
Now that these steps are completed, move to Part 2.
PART 2: How to connect BetterHQ to Reckon Accounts Hosted
Go here
Or go to Settings > Locations > Select Business to connect (you can connect a business to only one accounting integration at a time)
See the Reckon Accounts Hosted integration tile, click 'Connect to Reckon Accounts Hosted'
You will be redirected to the Reckon Accounts Hosted Portal
Sign In with your Reckon Accounts Hosted credentials
Give permission to share data with BetterHQ
You have now connected your accounts, you must now configure the connection so BetterHQ know where to send your data within Reckon Accounts Hosted
You must now complete configuration
There are 6 steps to mapping your BetterHQ data with your Reckon Accounts Hosted File. Follow these steps to ensure your data will successfully transact to your Reckon Accounts Hosted account.
These are the steps:
Select the Integration Type > Advanced Integration.
Basic Integration: Select to add a single end-of-day Journal to Reckon Accounts Hosted
Advanced Integration: Advanced Integration: Select to sync additional data including Clients, Invoices, Items and Inventory to Reckon Accounts Hosted.
Click Next
Step 1: Select your Company File. If you have more than one file select your Reckon Accounts Hosted file you would like data to be sent too.
Click Next
Step 2: Now, Map BetterHQ Payment Methods to Bank Accounts in Reckon Accounts Hosted. We've listed your BetterHQ payment methods on the left, and fetched your bank accounts from Reckon Accounts Hosted on the right. Select the Reckon Accounts Hosted bank account you want each payment method to map to. Once done any actual payments received (e.g. Cash, Visa, MasterCard) and recorded on your invoices will be sent to your nominated bank account in Reckon Accounts Hosted.
Click Next
Step 3: Create a consolidated Chart of Accounts across BetterHQ and Reckon Accounts Hosted
We've listed your BetterHQ Chart of Accounts methods on the left, and fetched your Chart of Accounts from Reckon Accounts Hosted on the right. To create a consolidated Chart of Accounts, move BetterHQ Chart of Accounts items from the left that you would like to use in Reckon Accounts Hosted by clicking on the arrow or dragging the item across to the consolidated Chart of Accounts list on the right. Once added, they will appear at the bottom of the consolidated list under the title 'Added'. You can also remove Chart of Account options within your consolidated list by deleting them. Once this Chart of Account list on the right is finalised, the consolidated list will be available in BetterHQ and Reckon Accounts Hosted.
We will be adding/saving the COA types “Income, Asset and COGS” from RAH to BetterHQ for processing.
Click Next
Step 4: Map BetterHQ Products to your consolidated Income Accounts.
We've listed your BetterHQ products on the left (by type: appointments, appointment packs and merchandise), and listed your Chart of Accounts & Sales Tax Code on the right. Select the Chart of Account you want each of your products to be mapped too and the corresponding Sales Tax Codes.
Step 5: Map BetterHQ Products to your consolidated Cost of Goods Sold Accounts.
We've listed your BetterHQ merchandise products on the left, and listed your Cost of Goods (COGS) on the right. Select the Cost of Goods (COGS) account you want each of your products to be mapped too.
Step 6: Map BetterHQ Products to your consolidated Asset Accounts.
We've listed your BetterHQ merchandise products on the left, and listed your Asset Accounts on the right. Select the Asset Accounts you want each of your merchandise products to be mapped too.
Click Next
Your integration setup is now complete and you will see a confirmation popup.
BetterHQ and Reckon Accounts Hosted accounts are now linked and data will start syncing.
EDITING A CONNECTION
Once you have connected to Reckon Accounts Hosted, data will sync between both products according to details above.
However after initial connection, you are able to edit certain variables. This is what you can edit for the associated products:
Cost of Goods Sold (COGS)
Asset Accounts
DATA SYNCING FREQUENCY
Data will sync on the following schedule:
For Initial syncing on account connection
Clients:
BetterHQ to RAH: First time Client Sync from BetterHQ. On completing the initial connection between BetterHQ and RAH all clients in BetterHQ are synced to RAH.
RAH to BetterHQ: First time Client Sync from RAH. On completing the initial connection between BetterHQ and RAH, all clients in RAH are synced to BetterHQ.
Products/Items:
BetterHQ to RAH: First time Products / Items Sync from BetterHQ. On completing the initial connection between BetterHQ and RAH, after the initial Client sync is completed, all products in BetterHQ are synced to RAH.
RAH to BetterHQ: First time Products / Items Sync from RAH. On completing the initial connection between BetterHQ and RAH, after the initial Client sync is completed, all products in RAH are synced to BetterHQ.
Note: Syncing can take some time depending on amount of data within your Reckon Accounts Hosted file and BetterHQ. Once synced you will receive an email letting you know in case of any errors (that can then be fixed up by you and then re-synced).
ONGOING AUTOMATIC SYNCING
Clients:
BetterHQ to RAH: Once per day at 22:15 AEST
RAH to BetterHQ: Once per day at 22:00 AEST
Products/Items:
BetterHQ to RAH: Synced every 10 minutes
Invoices:
BetterHQ to RAH: Synced every 4 hours
ONGOING MANUAL SYNCING
In addition to the automatic syncing of Clients, Inventory and Invoices, BetterHQ supports manual syncing. If an item or client in RAH or BetterHQ has been updated and a sync between HQ and RAH is required immediately, this can be triggered from the Reckon Accounts Hosted Advanced Integration tile in BetterHQ using the various sync buttons. On clicking the appropriate data sync button the data will start manually syncing between BetterHQ and RAH.
Sync Statuses in BetterHQ
BetterHQ has these following Sync Statuses:
Synced
e.g. Synced with Reckon Accounts Hosted
Pending
e.g. Pending sync with Reckon Accounts Hosted
Failed
e.g. Failed sync with Reckon Accounts Hosted