INTEGRATIONS · INTUIT QUICKBOOKS
Intuit QuickBooks, Wired to the Claim
A claim payment is an accounting event before it is anything else. Without a connection, somebody types it twice: once on the claim, and again in the ledger your bookkeeper closes the month in.
VCA Software connects to Intuit QuickBooks so a claim payment is recorded once, on the claim where it is authorized, and reaches your general ledger with the claim it belongs to.
- Out: The Claim's Financials, to Intuit QuickBooks.
- Without it: a payment is keyed twice, once on the claim and once in the ledger, and the ledger is rekeyed by hand.
IN THE CLAIM
Money moves on a claim long before it closes
A reserve gets set. An expert invoice arrives. A contractor gets paid. An expense goes on a claim that a client will be billed for later. Each one is a fact about the claim and a fact about the business at the same time, and it has to read the same way in both systems.
ONE PAYMENT, FOUR STAGES
- Authorized on the ClaimThe decision to pay is made on the claim, against the reserve, with the invoice and the reasoning attached.
- Recorded on the ClaimClaimsCore records what was paid, to whom and when, beside the authorization. With the ClaimsPay add-on, the payment is issued from the claim as well.
- Posted as AccountingThe same event arrives in QuickBooks as an amount, a date, and an account, with its claim reference on it.
- Closed From One Set of NumbersBoth sides close against the claim. An entry that gets questioned answers with a claim number rather than a memory.
WHAT MOVES
What Posts, and What Stays Put
Direction decides who administers what. Your finance team keeps the chart of accounts in QuickBooks, your claims team keeps the claim in VCA, and neither learns the other's software to finish its own work. How often activity posts and which accounts it lands in are worked out with your controller in discovery, the first step of every implementation, before anything is configured.
| What | Which Way | Where It Lands |
|---|---|---|
| Claim Payments and Expenses | Out of the claim | Entries in the ledger your accounting team already reads, each one traceable to its claim. |
| The Claim Record | Stays in ClaimsCore | Reserve history, notes, documents, correspondence, and who did what when. |
| Your Chart of Accounts | Stays in QuickBooks | Which accounts receive claim activity is your controller's call, made in the system that enforces it. |
WHO FEELS IT
Three people touch this connection
Only one of them works claims for a living, which is why a finance integration tends to get evaluated last and complained about first.
- The BookkeeperStops retyping payments that have already been made. An afternoon of transcription becomes a review of entries that arrived on their own.
- The ControllerCloses against the claim instead of against somebody's export of it, and can explain any posted line without opening a claims system.
- The Claims ManagerGets asked fewer accounting questions. Paid, unpaid, and outstanding read the same way in both systems, so the reconciliation call stops being a claims call.
OFF THE DESK
What Comes Off the Bookkeeper's Desk
None of it is glamorous, and all of it sets a ceiling on how many claims an operation can carry before it adds an administrator.
- Rekeying a claim payment into the accounting system after it has already been issued.
- The bridge spreadsheet that exists only to carry numbers from the claims system to the books.
- Reconciliation lag, where the ledger and the claim disagree until somebody sits down and fixes it.
- The month-end hunt for which payment belonged to which claim, and which client it gets billed to.
The Sage connectionBill.com and claim paymentsAll integrations
THE BOUNDARY
Two Layers That Agree with Each Other
The claims layer and the finance layer stay separate on purpose. Claims decides what a claim owes and documents why; accounting decides how the business records it. The connection keeps both descriptions of the same dollar in step, so an audit question about a ledger line is answered from the claim behind it, with the authorization and the invoice already attached.
It also means nothing in your finance stack gets ripped out to make room for claims. QuickBooks stays where it is, and ClaimsCore is the claims layer beside it.
Start the Connectivity ConversationHow Implementation Runs →
WHAT TO BRING TO THE CONNECTIVITY CONVERSATION
The person who owns the chart of accounts, a sample journal entry in the form your ledger expects, and your current claim-payment approval path, which is enough to walk one posting through both layers.
Questions Finance Teams Ask About This One
Does VCA replace QuickBooks?
No. QuickBooks stays the accounting system and VCA stays the claims layer. The claim is where a payment is authorized and documented; the ledger is where it is accounted for. The connection keeps the two agreeing with each other instead of drifting apart between closes.
What ends up in QuickBooks, and what never leaves the claim?
Financial activity moves outward and nothing else does. What a claim paid or cost posts to QuickBooks as accounting, tagged to its claim. Claim content stays in VCA: the reserve history, the notes, the documents, the correspondence. Your bookkeeper does not work inside claims and your adjusters do not work inside the ledger.
What does an accountant see on their side?
Entries in the ledger they already close the month in, each one traceable to its claim. Nobody rebuilds a claim payment as a manual journal entry, and nobody opens a claims system to find out what an entry was for.
Who owns the chart of accounts?
You do, in QuickBooks. Which accounts receive claim activity is a finance decision, and it is made by the people who close the books rather than by the claims platform. The connection carries what the claim spent; it does not restructure how you account for it.
Is this the same as DataBridge?
No. The QuickBooks connection posts claim financials to your ledger as accounting entries. DataBridge is a separate VCA add-on that delivers your claims data into your own data warehouse or BI tool, on a schedule you set, where it can sit beside your financial data for reporting.
We run something other than QuickBooks. Now what?
Sage and Bill.com are named on the integrations page alongside QuickBooks, and a flexible API framework covers policy-system, partner, and finance connectivity beyond the named list. Bring the chart of accounts and a sample journal entry to the connectivity conversation.
Bring us a claim where the promise was hard to keep
Pick a payment your operation made last week and trace it from the claim to the ledger. It makes a shorter meeting than a feature list, and settles more.
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