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Sync QuickBooks + Levelset to Connect Invoices to Payment Reminders, Waivers, and more!





Project Type


Experts in this video

Liam Duddy
Liam Duddy

Levelset’s QuickBooks integration lets you simplify and speed up payments to make construction paperwork as stress free as possible.

Connect jobs and invoices from your QuickBooks Online or QuickBooks Desktop account to easily send – and even automate – lien notices, payment reminders, and other payment paperwork to get your invoices paid faster.

Hear how to:
  • Easily send documents (and say goodbye to manual work)
  • Never miss another lien or notice deadline
  • Save time on paperwork and get paid faster


Speaker 1 (00:02):
Yeah, welcome to today’s webinar, you know, happy to have you all here. I’m sure we have people from all over the country. Um, and I’m guessing you joined this webinar because you use QuickBooks for accounting. Uh, but also what about, you know, managing cash flow. So fortunately you can connect level set and QuickBooks to help you protect and speed up payments and take care of maybe any proper steps in the state that you’re in, uh, to protect con you know, to protect yourself, um, in this, in this industry, definitely hasn’t made it easy to get paid. <laugh>, uh, most importantly, safe time and get paid faster. Uh, so before I move moving forward, I just wanna say that we are recording this live se session. You’re gonna receive a link, um, to the recording tomorrow. If you’d like to watch it again, or maybe share with your team, if you have any questions during the presentation also as well, don’t wait until the end for when we, we, we did set some time aside to go over any questions, uh, but you don’t have to wait till then to throw the questions in the Q and a box on the right of your screen.
And we’ll get to those questions. Like I said, at the end here,
And that man staring at y’all, that is me. I’m a, <laugh> a senior construction payment expert here at level set. Uh, I work to help businesses like yours, get paid faster without payment problems and prote and reduce risk and save time. Um, I’ve also been at level set for almost actually four years and I’ve helped over, you know, hundreds in businesses, uh, see success with this process. We also have here joining us, Andy Peterson, she’s, uh, our integration expert here at level set, um, works with making sure that integration is smooth and working properly. So she’s gonna be able to answer any technical questions that y’all maybe have as well. Um, so just to give y’all heads up on that.
Yeah. And Hey, in case this is your first interaction with level set. Um, I wanna give a brief overview of who we are and what we do, you know, level set exists to help subcontractors suppliers or even general contractors reduce risk, maybe general contractors, maybe more so exchanging lean waivers, but subcontractors suppliers ensuring that they are their pay. Uh, we help construction companies secure their lean rights, protect against risk and just speed up cash flow, you know, in summary. And we all know the, the construction industry presents all sorts of challenges when it comes getting paid, uh, to solve those challenges. We have all kinds of resources, whether it be profiling, contractors, payment histories, or telling you if you’re on a job or a lien’s been filed by another contractor. Uh, we also have a lot of educational guides and of course our cloud based software, which we’re gonna dive into further here today, which allows you to sync with QuickBooks.
And that’s what I’m gonna be going through all today, how it works, what it looks like and, um, how you can save all that time and not have to have one more system where you are entering data into. I know I’m sure all of y’all have a lot of programs you use, whether it be a CRM, whether it be, you know, accounting software like QuickBooks. Uh, so we wanna make it as easy as possible for you to, you know, get paid faster, but also not having to spend a lot of that time and adding in data, plugging in data. Uh, so for today’s webinar, I’m gonna take you through the level set and QuickBooks integration, which also does work both for desktop and online applications. I’m gonna give you a quick preview of how you can manage the process of tracking deadlines, um, and sending your notices and other lean rights paperwork using our software with QuickBooks.
And then at the end, we’ll do a Q and a where me and Andy will be able to answer any questions. So like mentioned earlier, feel free to, if you have any right now off the bat, I’m sure some of y’all do go ahead and throw ’em into the, uh, into the Q and a here. And I just looked at the Q and a, I see we got Wisconsin badges, Razorbacks, and, uh, roll tide, roll tide. Nice. I look forward to seeing, uh, Tony, I look forward to seeing the Longhorns play, uh, here in awesome play. Uh, Alabama that’ll be a good game, um, but not to, not to digress here. <laugh> um, so what can you do with QuickBooks or why the QuickBooks level set integration, you know, why tons of our customers have connected level set to their QuickBooks accounts? You know, QuickBooks is a very commonly used accounting software obviously, and allows them to, to easily manage payment paperwork.
So you can see sync jobs and invoices over from QuickBooks, which make it easier, easy to create documents, like say, uh, for example, a 20 day preliminary notice or an intent to lean, maybe even lean waivers and even a lean, um, you know, and, and there’s some other stuff too as well, because, but it makes it really easy because you have all that info you need in level set, pulling over from QuickBooks. With that being said, you can also automate those documents. It’s a pretty seamless, uh, process with that integration set up and allows you to save a lot of that time and being able to make it as hands on or hands off as you want it to be. Everyone loves automation, right. Um, so you can basically make sure that those documents are sent out right away with the right information to the right people at the right time, you know, in short, you’re gonna be able to save time and know it’s done, right?
So that is just the slide you see here. Y’all that is, um, some of the information that we can pull over. So like customer information and QuickBooks is basically the bill to job location, like project address, that’s the ship to, and then your AR and also accounts payable information as well. Um, and then payments, like if you’re paid on an invoice, it can also relate into level set. So, you know, now I’m sure you’re wondering what exactly does the integration look like, um, and how, how you, how you do that. So let’s just get straight to it. I’m gonna actually show you the program, how it works, and some things that you can pull over from QuickBooks into, um, level set and some notices you can send. So do we cool. We see that. So this is just straight off the bat. This is the software.
This is our, our program really easy and straightforward. I wanna show y’all some integrations here. We do have some other integrations as well. Uh, but for this, for this webinar here, we’re gonna be just mainly talking about QuickBooks, but at the end of the day, it’s all about making sure your information is coming over smoothly. So you can integrate with online or desktop. It’s pretty straightforward. I’m not gonna go through it fully here, but you basically log in and then can work through it from there. And we will have a training and onboarding manager, someone help you get this all set up, but it is a very seamless process. Uh, we also, you see Procore here. That’s why I’m wearing the, the pro core, uh, swag here. If anyone doesn’t know we are a Procore company, um, but what I’m gonna do, I’m gonna go back to the dashboard.
And I actually created a project for this webinar here, which is one thing you’re not gonna have to do. You’re not gonna have to enter this information here. It’s gonna pull over that information that I showed you all that we talked about earlier. So really easy if I were to go to notices and go to just deadline tracking, and this is a demo account, you might see a lot of different states in here. Yours is gonna maybe look a little bit more uniform, but you’re gonna have your, you know, a universal view of all your jobs here, also deadline information. So with that being, with being able to pull over invoices and, um, information from QuickBooks, we can also tell you an upcoming important deadlines. So what you see here, this is a job in Texas. If anyone here is in Texas, they may be, are familiar with monthly notices.
And I, we don’t want to dive too far into, um, you know, the red tape and lean rights here, cuz that’s not what this webinar is about, but essentially any state that you’re in, we can take that information and alert you on next steps. We’ll send you an email. I believe every Monday, maybe even more frequently of upcoming deadlines and notices that are to be sent out. You can customize these columns. You can add filters. Um, you know, we can even pull over. If you say you want to set a parameter of specific jobs pulling over from QuickBooks that are a specific amount or even customer, you know, we can do stuff like that as well. It’s very, uh, customizable. So what I’m gonna do, I’m actually gonna click on the job and this is what we’re gonna pull over from QuickBooks. We’re gonna basically pull over the project address and then your custom information.
These are just examples here. And then on top of that, we can even pull over invoices, which is gonna have the amount and also the date. And then just briefly to kind of summarize what you can do here. Just some examples you can create notices from those invoice dates, Texas there’s monthly notices. So it’s gonna pull over the statutory notice here, that form, you see that here and basically allow you to send it just, you know, you can basically, it’s a couple of clicks and we can send a document. You know, it’s, it’s really that easy. We can even boil that down to a click of a button. Um, and that’s just a monthly notice. You know, the really possibilities are endless. You can, if you have a preliminary notice in California, or maybe just a general notice saying like this here, for example, saying, Hey, we’re on the job.
These are our rights we expect to get paid. Um, we can send that as well. Um, even reminders, a lot of people like to save a lot of that time that they maybe have to take chasing down payment and we can BA you know, we can send out these invoice reminders, just a friendly reminder, if not paid on that we can set thresholds within your level set account. If say that that invoice isn’t been paid in QuickBooks, we can follow up with a second reminder. Um, you know, I can kind of go on long here, but even payment demands. This is my factually favorite part to show. We got friendly ones. We got threatening ones. <laugh> serious ones, uh, where maybe we’re being fair, but more firm down the line when you’re not getting paid, uh, to talk about a lie. And then of course, if you’re not paid in time, we can file. Uh, we can send an intent to lean or a lean itself and really all that information that is needed to create that we’re pulling over from QuickBooks.
Um, I know that’s a high overview of how, you know, how it works. Um, but, uh, you know, we’re also gonna be able to make sure if you do, if you were to partner, uh, that we’re gonna get that set up for you and we can work through kind of any kinks. Um, alright, so just in summary, as I mentioned earlier, you’re gonna be able to receive weekly summaries. That’s actually what I, I believe on the left there, that’s actually an email that I, that I was alluding to, that you’re gonna get in the beginning of the week that actually tells you of upcoming deadlines, any notices that are gonna be sent out, maybe lean waivers, you know, whatever it may be.
And I know we, you know, that was a pretty, you know, we, about 15 minutes we spent there just going over everything. And I, again, I know this is a high overview of everything here, but, um, you know, I’d like to really spend the next five to 10 minutes here answering any questions. Y’all have, um, anything specific, anything technical, like I said, we do have Andy here. She’s an expert on this. Uh, I’d like to give y’all the, uh, the floor here and go ahead and hit the chat box or the Q and a section and, and fire away, you know, and then also the C if you see the QR code there throughout the presentation, if someone maybe missed that, when I explained in the beginning, um, you can scan that and I can reach out to you and, and talk with you directly about, about everything we’re, we’re presented here today. So go ahead. Do we have,

Speaker 2 (13:18):
Yeah, we have a couple of questions and, uh, you know, I’ll go ahead and answer the first few that we have. And if there are more, um, as like, as we discuss these, um, please feel free to put them in the chat. Um, we will get to them. So, uh, first question is we invoice in a phases for work completed. Will the automated system go through the process for each invoice we send out? Um, yes. So depending on how your projects are set up within QuickBooks, whether you know, you’re working with customers or sub customers, uh, we will map that data for you automatically and based on how you structure those projects, uh, you can send, uh, a lean waiver, uh, based on those invoices, uh, automatically or manually, however, however, hands on or hands off as you would like to do that. Um, we have a feature called playbook, which can, um, automate your lean waiver process as well as your notice process.
Um, and so also if you’re doing work in Texas, obviously your monthly notices are going to be a big part of your process. Uh, we can automate, uh, your monthly notices for your invoices as well for outstanding AR. Um, and then if you have a specific template that you’re working with. So for example, if you’re working for a larger general contractor or owner, and you, for example, have specific template that you need to use for that project, we can get you set up with custom templates as well and support that, and you can send your waivers based on that process as well. Um, the other thing that I wanna point out is, um, for your lie rights management, protecting your rights, get paid the first and last, uh, dates of your work are incredibly important. Um, so based on your invoices, we can calculate your first and last, uh, furnishing dates, uh, based on that information as well. So this is here to be as hands on or hands off as you would like.
Um, another question I have here is think can to sync happen automatically. Um, the answer is yes. So QuickBooks online is cloud based. Uh, so once it is set up, it will sync automatically. So if you have a new, if you enter new invoice into your QuickBooks online, that will get pushed over into level set automatically. Similarly, if you have a payment that is marked in, in QuickBooks, that will also get pushed into QuickBooks automa or into level set automatically. So basically you’re just giving QuickBook it, your permission to integrate with level set, and it is set. Um, one of the things that I will note is the QuickBooks desktop that is not a cloud-based, um, is not a cloud-based feature that is set up on your machine or your server. Um, so for that, there’s an item called the QuickBooks connector, and that’s a tool that QuickBooks has developed for partners like level set, or if you’re working with ADP, for example, uh, in order to facilitate that connection. So, um, that’s a web connector that you leave open, um, on your end to let the, uh, information flow, uh, between the two systems.
Um, so again, we’re here to make it as hands off as possible. So once we get that set up, uh, the information thinks automatically you’re only entering the information in one place. And then with the playbook feature, you’re doubling your power there by setting it once and letting it run for you. Um, let’s see. Do we have any other questions?

Speaker 1 (17:13):
I don’t see any more flowing in, um, appreciate that, Andy, those are some common questions that come up, um, and just to wrap up, I appreciate everyone attending here for today’s webinar. Again, I know it was, you know, we didn’t really dive in super into details about maybe your business specifically. So you were gonna receive a recording this webinar from an email, uh, tomorrow, or, or maybe Friday, um, shortly it’s gonna be sent to you. But I do wanna say if you do want, if you like a consultation, see what it would look like to use level set in your business and with maybe your unique, unique needs needs. Uh, we’re obviously happy to do a, a customized one-on-one, uh, demo here, uh, visit the website, um, you know, listed here, or you can scan that QR code and I will reach out. Um, yeah, I appreciate, so we have another question.

Speaker 2 (18:13):
Uh, yeah, we had did have one more question. Okay. Uh, so yeah, and I can stay on for a few more minutes. Yeah, that’s great. So like in case, you know, yeah, that’s a great question. Uh, can I pay on level set as they can on QuickBook? Um, so yes, we do have, um, a feature that allows, uh, so your, your customer to pay you. Um, the only thing is I would, I would just say is that there is like a small, like percentage fee, um, for that feature, but yes, that is a level set pay is something that does exist. Um, so you can get paid through level set, like you can provide basically your customer would get provided with a link, um, and they can pay you through level set pay.

Speaker 1 (18:57):
And I believe it is, um, less than maybe QuickBooks, but I do want to know, we don’t want level set to be looked at as an alternative for processing payments. Right. You certainly can, but it’s not say like for example, Stripe or square, but it does allow give you that capability to process those payments or get paid. And, um, I believe, um, pretty fair, fairly positive that the, uh, percentage is, is less than QuickBooks. So a lot of people that are doing payments through QuickBooks, they will sold, they will transition into level set to save on that cost. That’s a good question. Um, I don’t know if we have any more flowing in. Cool. Um, but yeah, just in summary, you’re gonna receive this, this, this, uh, recording reach out to me. Um, if anybody has any questions you’re gonna, my contact info is in this QR code here. Um, you can also reply to that email that you get and, um, yeah, we look forward to hopefully hearing from you and I appreciate everyone attending here today and, um, yeah, y’all have a, have a great rest of y’all this week.