---
title: "How to Prepare the QuickBooks Workflow for Mercury Network® Integration"
slug: "quickbooks-workflow"
tags: ["Mercury Network"]
updated: 2026-05-06T03:05:41Z
published: 2026-05-06T03:05:41Z
canonical: "docs.cotality.com/quickbooks-workflow"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cotality.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Prepare the QuickBooks Workflow for Mercury Network® Integration

### Overview

Before syncing Mercury Network with QuickBooks, you must prepare required records and items so accounting data can transfer correctly between systems.

---

As you begin using the QuickBooks integration, there are a few things to keep in mind:

- You'll need to create a Vendor record in QuickBooks for every appraiser on your fee panel in Mercury Network.
- You'll need to create a Customer record in QuickBooks for each of your clients in Mercury Network.
- You'll need to add an Item in QuickBooks called **Appraisal Fee**.

There are also a few requirements before receivables and payables can by synced with QuickBooks. Below, you'll find detailed info about all of this.

---

### Create the "Appraisal Fee" Item

When QuickBooks syncs with Mercury Network, the fee for the appraisal must have an "Item" in QuickBooks. Here's how to create this appraisal fee Item:

1. From **QuickBooks Home**, in the Company area, click **Items and Services**.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-ZR162284.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
2. Click **Item** in the lower-left corner, then choose **New** from the menu.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-RA4B94IF.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
3. In the dialog that appears, you'll need to do a few things:

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-Q1JNY0NM.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
  1. Use the Type drop-down to select Service.
  2. In the Item Name/Number field, type Appraisal Fee.
  3. Click OK to save your changes.

Now, this fee item will be used for appraisal fees that are synced to QuickBooks from Mercury Network.

---

### Create a Vendor Record

A Vendor record must be created in QuickBooks for each appraiser before accounting information can be synced from Mercury Network.

1. In QuickBooks, access the **Vendor Center**.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-O5YQKOGI.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
2. Click **New Vendor** and select **New Vendor** in the drop-down.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-4NT8D1EC.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
3. Now, in the dialog that appears, type the appraiser's Company name as it appears in Mercury Network into the **Vendor Name** field in QuickBooks. For example: If you looked at the appraiser's profile in Mercury Network, you would take the company name from the second line and enter it in the **Vendor Name** field in QuickBooks.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-9J916EF4.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)

None of the other fields in this dialog are required, although you can complete as many of them as you like.
4. Click **OK** to save the new record.

That's it. Now this appraiser is set up to sync accounting information from QuickBooks.

---

### Create a Customer Record

A new Customer Record must be created in QuickBooks for each client before accounting data can be synced from Mercury Network.

1. In QuickBooks, access the **Customer Center**.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-LRYBTL69.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
2. Click **New Customer & Job**, then select **New Customer** in the drop-down.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-CNV8XH3Z.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
3. In the dialog that appears, you'll need to enter the client's company name in a specific format:
  1. The description of the format is "Company name space dash space Branch".
  2. For example, if you have a Mercury Network client with a company name of Bank of Town and a branch named West, you would create a Customer record in QuickBooks with the following name exactly as it appears in the contact details: Bank of Town - West

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-EQ76E1QI.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
4. Click **OK** to save your changes.

This client is now ready to sync accounting information to QuickBooks from Mercury Network.

---

### Requirements for QuickBooks syncing

Here are the requirements for an **Accounts Receivable** item to be synced with QuickBooks:

- The invoice must be for an order on your VMP XSite. Ad-hoc invoices will not be synced.
- The invoice must contain an invoice date.
- The invoice date must be greater than the date your QuickBooks integration was enabled or the Last Sync Date.
- The fee must be greater than $0.
- Bill to contact info must be entered on the invoice

Here are the requirements for an **Accounts Payable** item to be synced with QuickBooks:

- There must be a vendor assigned to the order.
- The first completion for the order must occur after the QuickBooks integration was enabled or the Last Sync Date.
- Orders will only sync with Accounts Payable after the first completion. If the order is completed more than once, only the first completion will actually be synced into QuickBooks.

---

### Issuing a Refund

If you need to issue a refund to a client, you can do so in QuickBooks. Here's how:

1. In QuickBooks, click **Customer Center**, then select **Credit Memos/Refunds** in the drop-down.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-KWNWJ6EE.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
2. In the dialog that appears, use the **Customer: Job** drop-down to select the customer and the job for which you're issuing the refund.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-8SGIJ19R.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
3. Make sure the correct account is selected in the **Account** drop-down. You'll only see this option if you have more than one Accounts Receivable account in QuickBooks.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-6UPQCN5K.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
4. Click the **Use Credit** to menu item and choose Apply to invoice.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image-OJTAW0UV.png?sv=2026-02-06&spr=https&st=2026-11-06T01%3A11%3A10Z&se=2026-11-06T02%3A11%3A10Z&sr=c&sp=r&sig=Lx%2B%2BReseLjxRHhljQJ3jkPB%2FPbPnH%2BiXwWX1CSvktPw%3D)
5. In the **Apply Credit to Invoices** window, choose the invoice to which you want to apply the credit.
6. Click **Save and Close** in the bottom-right corner.

---

## Outcome

After completing these steps, your QuickBooks environment will be properly set up to receive receivables, payables, and refunds synced from Mercury Network.