Quick Start Guide: Connect monday and QuickBooks with Glances

Welcome to Glances! Now that you've installed the Glances app, you'll be able to take Action in QuickBooks without leaving monday.com. Ready to see what Glances can do?

Before Starting

After installing the Glances app in monday.com, you should have been prompted to connect to QuickBooks. If you haven't yet done so, you may do that by navigating to glances.com (reset your password if this is your first time) and clicking on My Apps. If you have any trouble, please reach out to us at support@glances.com.

Search for QuickBooks Data

Use Glances to search for data in QuickBooks (and other connected apps).

1. From within your monday board, open the item view. Glances will automatically search for a customer in QuickBooks using the name of the item, but you can adjust what column is used to search, if desired.
2. Click on the name of the customer. From here you'll be able to see QuickBooks data, like prior invoices or estimates for the customer. 
3. Click into invoices or estimates to see more details.

Create an Invoice, Estimate, etc

Without leaving monday, you can create QuickBooks estimates, invoices, and more. Let's start with an invoice.

Click the Actions menu in the top right corner and select the option to create a QuickBooks invoice. You can fill out the details of the invoice and click Create Invoice or Create & Send at the bottom. 

This will create the invoice. You will now see this invoice when you search for the customer in Glances and it appear in QuickBooks as well.

Reach out to support@glances.com if you have any trouble with this process! We're here to help.

What Else Can I Do?

After installing Glances and connecting QuickBooks, you'll have access to a variety of Actions including:

• QuickBooks: Convert Estimate to Invoice
• QuickBooks: Copy Payment Link
• QuickBooks: Create Customer
• QuickBooks: Create Estimate
• QuickBooks: Create Invoice
• QuickBooks: Create New Product or Service
• QuickBooks: Create QuickBooks Bill
• QuickBooks: Create QuickBooks Vendor
• QuickBooks: Create Sub-Customer
• QuickBooks: Duplicate Invoice
• QuickBooks: Edit an Estimate
• QuickBooks: Edit an Invoice
• QuickBooks: Send Estimate
• QuickBooks: Send Invoice
• QuickBooks: Update QuickBooks Customer

You can also connect other apps to expand the data Glances can find and the Actions you can take.

Pre-fill Data From monday Columns

With Glances, you can pre-fill QuickBooks invoices, estimates, customers, sub-customers, bills, and vendors with data pulled from monday columns.

Pre-filling data from monday into these Actions can reduce manual data entry, remove human error, and work more consistently across teams and departments. For example, in the image below a new QuickBooks customer is being created and the form pulls in column data, such as name, email, and phone number to automatically fill in the fields.

To pre-fill these fields, the data needs to live in a monday column. For example, the Company Name within the Create QuickBooks Customer pulls from the Company column within monday. 

Ready to map your fields?

To set up pre-filling for an Action, you can follow the steps outlined in Mapping: Pre-fill Fields to Reduce Data Entry.

Move QuickBooks Data Back to monday

After creating an invoice or estimate, we can move that data to a dedicated monday invoice or estimate board. To begin this process, you will create a dedicated board. If you are just moving invoice data, you will only need to create an invoice board. If you are also moving estimate data, you will create both an invoice and estimate board. Instructions for the columns to create within your boards can be found below:

Create Estimates Board in monday.com

Create Invoices Board in monday.com

Our Onboarding Process

After you spend some time with Glances viewing data and creating QuickBooks records, you can schedule an onboarding call. During this call we will:

• Chat about how Glances can use monday.com data to pre-fill QuickBooks Actions
• Show you how Glances moves data from QuickBooks to monday
• Review your individual workflow to determine the best custom mapping approach
• Ask you to start your subscription so we can get to work

Before Our Onboarding Call

1. Set up your mapping for Actions (and note anything you have questions on).
2. Determine what data you want to bring back from QuickBooks to monday (invoices, estimates, etc)
3. Set up the required estimates or invoices board. If you have other data that needs to move, make note of it and we'll chat about our options during the onboarding call.

After Our Onboarding Call

1. Start your Glances subscription. Be sure you select the plan called Glances for monday.com & QuickBooks.
2. Ensure you have monday.com and QuickBooks connected within your account by clicking + Connect More Apps.
3. Invite Glances as a user to monday.com (we'll provide an email address for you to use). By adding Glances directly, you allow us to more quickly update monday and grab the details we need for mapping purposes. If you don't want to add a new user, we can absolutely still complete the work, but may need a little more back and forth to test as we work.