Virtual Case Management has its own internal accounting system which allows for accounts payable and receivable. Virtual Case Management refers to invoices as the “Money Report” and allows the end user to print a detailed report providing items which were ordered. VCM also has an accounts receivable section which allows the end user to input full payment or partial payments, along with a section to enter in check or credit card information.

However, if you are currently using QuickBooks and want to continue using QuickBooks without having to enter data twice…use our QuickBooks Sync utility. As investigative reports are generated the software actually bills accordingly; for the administrator has the ability to associate fees to investigative reports/services. VCM tracks your efforts as you work…helping to provide a more accurate invoice; generating larger profits.

Virtual Case Management has developed the VCM to QB import tool which needs to be downloaded to each computer wanting to sync the “Money Report” into QuickBooks to generate invoices. Download here.

Here is a screenshot of VCM to QB utility, allowing you the ability to convert our “Money Report” into QuickBooks invoices.

During the install Wizard of Virtual Case Management we will ask you for the invoice number you want to start with. If you are currently using QuickBooks and the last invoice number was 2000 you should start off at 2001. We do this so there is no interference with your current accounting system, which prevents other invoice numbers from conflicting. If you want to start off with a numbering system of 1, 2, 3...etc., use our default option.

Below is a screen shot of the VCM to QuickBooks import utility, as you can see we list all open invoices (Money Reports) within Virtual Case Management with an option to choose which invoice to import.

This allows the end user to observe all open invoices within Virtual Case Management, along with the total amounts due and their due dates. The screen below shows what happens when you choose “Select”…where VCM confirms your import.

Notice how Virtual Case Management provides you a breakdown of the invoice within the VCM to QB’s import utility; allowing the end user to confirm on the “Money Report” before importing. Once you confirm the “Money Report” to be imported a second confirmation window appears confirming the import was successful.

When reviewing invoices within QuickBooks you will notice the SKU or code # you assigned to each reports/services within Virtual Case Management and those descriptions to carry over to the invoice.

Virtual Case Management suggests using the following invoice template, download here. This invoice template was created and designed to match with the Virtual Case Management “Money Report” which will eliminate any conflicts or confusion. To make the VCM invoice template active within QuickBooks just import the template by going to the top of the menu within QuickBooks and choosing “List”…then “Templates”. At the bottom of this screen you will notice a button called “Templates” and once clicked a submenu will open, here you can import invoice templates and make other templates inactive, allowing for the VCM invoice to become active.