How Add-Ons and Utilities Work
Many of the add-on products available have been programmed to allow
the import and export function to occur easily between their software
and QuickBooks. The QuickBooks Professional Advisors Program provides
additional information to their members that may be useful to those
who wish to attempt to import transactional data. It does, however,
require a significant amount of programming experience to accomplish.
Many third party software packages, especially those developed for
specific industry use (for example medical billing, more comprehensive
time and billing, collision shop management, etc) have developed a “bridge”
program to permit using their product for the specific task, and QuickBooks
for the general ledger and additional functions. By creating an export
file from the other software that QuickBooks can import they can provide
great value to the small business.
In February, 2001, Intuit announced the Intuit Developer Network to
increase the solutions available for the small business community that
interface with QuickBooks. At that point the SDK (Software Development
Kit) and QODBC tools were released to facilitate the development of
add-on solutions. Since that time the number of solutions has exploded
exponentially. In addition, many developers have the ability (for a
reasonable fee) to customize their program if it does not fit the needs
of the client specifically.
This process of performing the needs analysis that includes a “must
have” versus “wish list” and finding the right add-on
to match (or working with the developer to customize an existing solution)
can provide a challenging and lucrative business for the QuickBooks
consultant. These services can even be expanded to include managing
the project between the client and the developer, installing the solution
and training the client on its use. The perceived value to the client
is high because of the time, cost, and aggravation that can be eliminated
as a result of the increased efficiency and information an add-on can
deliver. As a consultant, you probably already know what the client
needs; add-ons just provide an opportunity solve the issue. Typically
the client does not feel they have the time or expertise to find a solution
“from scratch” so they appreciate the suggestions the consultant
can bring to the table. The challenge for the client is that they often
don’t speak the same language as a developer and the developer
does not have the accounting knowledge to understand what the client
truly needs. The consultant is a perfect way to facilitate the communication
between them.
TRICK: Many Add-ons work with only specific
QuickBooks products and versions. Future upgrades may be dictated by
the need to keep the add-on and the QuickBooks software compatible and
working together. Keep this in mind when evaluating costs, training,
and future expenditures.
TRICK: The most significant issue to
know before using an add-on is if the QuickBooks data file should be
open or not. With most it is open, but with some it is not. And most
all require setting the integrated application preference to permit
access to the data file, and potentially the social security numbers
and other sensitive information.
Intuit Examples
Add-ons from Intuit typically fall into one of three
categories:
Built In – the solution may be
a “built in” add-on service available directly from Intuit.
Examples include payroll services, deluxe billing services, online bill
payments, merchant services, online back up service, remote access,
etc. With these options, information is retrieved and automatically
updates QuickBooks. This is the easiest way to get started because the
add-on looks and feels like QuickBooks.
Integrated Software – the solution
may be a true add-on provided by Intuit that attaches to QuickBooks
such as the Financial Statement Reporter or the Fixed Asset Manager.
These alternatives add an option to the pull down menu, but when chosen
automatically launch a completely separate software program that uses
information from within the QuickBooks data file.
Stand Alone Software – the solution
may be a program that can function with QuickBooks or independently.
For most of these solutions, the SDK is used so the data flows directly
into the QuickBooks data file. Examples include the Client Manager,
Customer Manager, and Point of Sale Programs. The QBTimer, a free time
tracking program included on the QuickBooks software CD is an example
of the old technology of using an IIF format that was then manually
imported into QuickBooks.
Third Party Developer Examples
For third party developers, there are primarily three different types
of interface:
Bridge Program – this type of
interface typically creates an IIF file from information entered into
a third party software package to be imported into QuickBooks. Examples
include the Yahoo store export, bank account downloads, etc.
Excel Add-In – this program attaches
to Excel including adding another pull down menu within the program
itself. These can be “off the shelf” or custom programs.
There are primarily three formats:
1. Reports are generated in QuickBooks then exported for manipulation
such as with Smart Reports or WIP Reports.
2. Reports are generated by the add-in from QuickBooks reports that
have been exported then information is available to be imported into
QuickBooks such as the QuickBooks transaction copier.
3. The others the add-in can actually extract the data needed from the
open QuickBooks data file automatically such as the QReport Grabber.
Integrated QuickBooks Add-On –
with this solution the information is extracted from QuickBooks directly,
or may update the QuickBooks data file directly. Some programs require
mapping of information so the interface is bi-directional. Others simply
extract the information as needed. These are available in one of two
formats:
1. Off the Shelf Program – standard packages mass marketed that
are usually very cost effective and feature rich solutions. Examples
include BillQuick, Expert Analysis Upgrade, Aatrix, ReportWiz, Customer
Payment Analyzer, and countless others.
2. Off the Shelf Tools – standard packages that provide flexible
solutions. These typically fall into the category of data base or report
generating products. Examples include Alpha 5, Adagio FX, and QODBC.
These products may be a little more complex to use in the beginning
but the flexibility they provide can make the investment in training
well worth it in the long run.
3. Custom – this may begin with an off-the-shelf solution that
is then modified based on the specific client need. Other times it may
be a completely custom solution. The cost is usually a little higher
because the programmer works specifically on solving a client need with
a solution that cannot be readily sold to another customer. A perfect
example of this is the QData Viewer, several reports are available off
the shelf, but countless reports are possible with a little custom programming.
IIF versus qbXML Interface
IIF (Intuit Interchange Format) and the qbXML version of XML (eXtensible
Markup Language) are two different ways that data file can be updated.
List IIF files can be created and manipulated relatively easily. Transactional
IIF files and use of qbXML typically requires programming skills and
knowledge.
Information coming from Intuit is that the IIF format is being phased
out. This process will take some time to happen completely, but developers
are (or at least should be) keeping it in mind as they move forward
on projects.
As a consultant, it is not necessary that you become fluent in XML
or know all the programming and technical jargon. Talk with a programmer
about the needed function and how you suggest it be accomplished. Then
sit back and listening as they describe if that is feasible or not based
on the access Intuit has permitted, what their product was designed
to do, the depth of their knowledge in a particular area, etc.
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