QuickBooks "always on" integration (prior to v4.0)

Overview of QuickBooks integration

Blueprint OMS can integrate with the Windows desktop version of QuickBooks 2015 or newer. BPOMS cannot integrate with QuickBooks Online or the Mac desktop version.

Blueprint OMS provides real-time integration with QuickBooks. Any patients, items,or transactions created or updated in Blueprint OMS (by any user) will also be created or updated in the QuickBooks company file. The Blueprint technical team will install a QBLink application, within Blueprint, on the computer at which QuickBooks is installed. Leaving the QBLink in Ready status during all business hours helps ensure transactions push to QuickBooks in real-time.


Look for QuickBooks info throughout this User Guide for information on how patients, items, and transactions are created and updated in QuickBooks when created or adjusted in Blueprint OMS.

Blueprint/QuickBooks discrepancies


In the event a transaction is performed in Blueprint OMS, and does not make it to QuickBooks, a message will appear in the QBLink within the Skipped transactions tab.

Below is a list of the most common reasons a transaction may be performed in Blueprint OMS and NOT sent to the QuickBooks company file:

  1. If invoices/payments are edited directly within QuickBooks, the accounting ID assigned to the invoice (by Blueprint OMS) will be adjusted. If edits are subsequently made on the same invoice/payment in Blueprint OMS, the result is a skipped transaction because the corresponding invoice in QuickBooks does not have a matching accounting ID.

    Resolution: Receive and edit all invoices/payments directly in Blueprint OMS.

  2. If a payment in Blueprint OMS has already been deposited in QuickBooks, making an edit to the payment amount causes a discrepancy, as QuickBooks does not allow for an adjustment to a deposited payment amount without first un-depositing the payment.

    Resolution: Editing the amount of a payment will not be allowed for payments that have been deposited in Blueprint (and subsequently deposited in QuickBooks). Adjust the payment amount by receiving another payment or issuing a refund.

  3. If the QuickBooks chart of accounts is edited directly within QuickBooks, the result is multiple skipped transactions because the services/batteries/accessories/hearing aids associated with those accounts no longer have matching account names.

    Resolution: Contact Blueprint Solutions prior to making any changes to the chart of accounts. The corresponding changes will need to be made within Blueprint OMS.

  4. If the QBLink is Stopped for an extended period of time, some transactions may not make it to the QuickBooks company file.

    Resolution: Keep the QBLink in Ready status during all business hours. 

  5. If QuickBooks is in Single-user mode, the company file is locked. The result is a skipped transaction as the payments/invoices from Blueprint OMS cannot be pushed through.

    Resolution: Operate QuickBooks in Multi-user mode during all business hours. 

  6. If certain reports are open in QuickBooks at the time a patient file or transaction is created in Blueprint OMS, the result is a skipped transaction as the QuickBooks company file will not allow for additional transactions to be processed as it may affect the current open report.

    Resolution: Close the report in QuickBooks, click on the transaction in the Skipped transactions tab on the QBLink, and click RETRY.

  7. If a user has access to perform activity in Blueprint OMS (such as voiding an invoice or editing a payment), but does not have access to perform the same activity in QuickBooks, the result is a skipped transactions as QuickBooks prevents the user from having this privilege.

    Resolution: Adjust the user's privileges in QuickBooks, click on the transaction in the Skipped transactions tab on the QBLink, and click RETRY. Or, log into QuickBooks under a different user with the necessary privileges and retry the skipped transaction.

    Contact the Blueprint Solutions technical team for assistance with resolving skipped transactions.