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Virtual Case Management® has its own internal accounting system which allows for accounts payable or receivable, to include a retainer fee section. VCM allows administrators to associate multiple fees & sales tax to each VCM Template Report; which creates standardization for automatic billing. Virtual Case Management® provides you a “Money Report” which breaks down the cases finances. The Money Report shows “VCM Template Reports” and those fees, “Ordering Services” separately and those fees, “Expenses” and the “Retainer Fee” amounts, if one was taken.

The accounting receivable section allows the end user to input full payment, partial payment, pay multi invoices…or the ability to reduce an invoice based on a retainer fee that was added; along with a section to enter the check # or credit card information. The VCM Invoice prints the total amounts charged and the retainer fee reduction. VCM also monitors the finances and updates the corrected retainer fee amount; so if a partial retainer was used, VCM provides an updated current retainer along with showing what was already subtracted.

However, if you are currently using QuickBooks and want to continue using QuickBooks without having to enter data twice…use our QuickBooks Sync utility. Virtual Case Management® has developed the VCM-to-QB import tool, which needs to be downloaded

to each computer wanting to sync VCM Invoices into QuickBooks. Download here.

Here is a screenshot of the VCM-to-QB utility

During the VCM Install Wizard we will ask for the invoice number you want to start with.

If you are currently using QuickBooks and your last invoice number was 2000, you should

start off at 2001. We do this so there is no interference with your current accounting

system; preventing invoice number conflicts. If you want to start off with a numbering

system of 1, 2, 3...etc., use our default option.

How to get started:

Download 2 files from the VCM support page (VCM-to-QB utility and the VCM to QuickBooks Invoice Template). You need to make all other invoice templates within QuickBooks INACTIVE…and then install our VCM-to-QB Invoice template making it ACTIVE. To make QuickBooks template invoices inactive, choose LISTS within QuickBooks and scroll down to templates and open this window. Within this section you can locate template invoices and by right clicking and picking from the sub menu “Make Inactive” you will confirm that the VCM-to-QB Invoice is the ONLY template to be used. Make sure your QuickBooks file is open, the VCM application is open, and the VCM-to-QB utility is open and you have logged in. In QuickBooks, you also need to pick the option “You do Charge Sales Tax” within the QuickBooks Preferences window. You can access this within QuickBooks by clicking on Edit from the menu bar. Once opened choose “Sales Tax” and then pick the “Company Preferences” tab choosing YES…that you charge sales tax. Regardless if you charge sales tax or not…you have to setup QuickBooks as YES for the integration to work. If you do not charge sales tax…state this within VCM and your VCM invoice will import without tax; however this option needs to be picked for VCM to integrate with QuickBooks.

The below screen provides an over view.

Below is a screen shot of the VCM-to-QB utility; as you can see we list all open invoices not yet exported into QuickBooks. You also have the option to import ALL or a single invoice.

VCM-to-QB utility also keeps your invoice numbers in sequential order; so if you imported invoice #100 first and later imported invoice # 98, the VCM-to-QB utility makes sure invoices

show in correct chronological order within QuickBooks.

Screen shot of the VCM-to-QB utility

The screen below shows the VCM-to-QB utility and what happens when you “Select “an invoice.

Notice how Virtual Case Management® provides a breakdown of the invoice; allowing the end user to confirm the VCM Invoice is correct before importing. Once the end user adds the invoice a final screen confirming that the import was successful will show…see below.

Screen shot of the VCM-to-QB utility

Once the VCM invoice was imported into QuickBooks and you review invoices within QuickBooks; notice how the SKU or code # you assigned to each VCM Report/Service and those descriptions and fees carry over.

6. VCM Internal Accounting

How can I track expenses to the case?

Does Virtual Case Management® have accounting and billing features?

Can you charge various sales taxes per item or is it based on the entire invoice?

Both! VCM allows you to add your own services and fees under the admin section “Service Types” and within you have the ability to set hourly fees or flat rate fees…along with setting the sales tax for each item. If you conduct services within various counties and are using the “Template Reports” you could utilize the same report over and over by just changing the code/SKU # and entering in different sales tax percentages. Within the description field…(after your description) I would suggest stating the county or the percentage, this way the end user knows which item to pick from the dropdown within the Template Reports. There is another option which would be to charge sales tax at the end of your invoice; however by doing such you are disabling VCM from automatically completing this. However this might be a necessity if you are working in many counties and would rather not add numerous items to just handle the sales tax issue. If this is your case I would suggest not entering in a sales tax amount when creating your items within “Service Types”. Once your case is completed review the finances within the “Money Report” and notice the total towards the bottom and times (x) that towards the respective sales tax percentage for the county the work was completed in. Now you need to add the sales tax to the “Money Report” as an expense and in order to do such you first need to create the item within the admin section “Service Types” under expenses. Once that has been completed go to the case you are working on and pick one of the subjects and click the link “Order Services” and the following link “Expenses”. From the dropdown, pick the sales tax item you created or you can also create many different items called sales tax with various percentages; if you create one item for sales tax…know you can change the amount and percentages once within the form. Enter in the amount of the sales tax you manually added from the total services you located within the “Money Report” and click the save button. Now since you took sales tax into the VCM invoice as an “item” you sell…it will be added to QuickBooks invoice as an item as well…and not placed within the standard sales tax fields. Due to this it is imperative that once you import a VCM invoice into QuickBooks, locate that invoice and item number dealing with the sales tax expense. Once you locate that item you need to make sure you categories it correctly within QuickBooks as a sales tax item…if not your sales tax report will be off and you will not be able to generate a sales tax reports within QuickBooks correctly. You will only have to do this once, as once it is categories it will recall this information.