Royal Mail Click & Drop, Xero and QuickBooks

Open Settings > Connections to connect your courier and accounts software. Only the Owner and Admins can connect or change them.

Royal Mail Click & Drop

With Click & Drop connected, you send an order's delivery address to Click & Drop with one click, print the label there as usual, and the tracking number comes back to the order for the dispatch email.

Click & Drop's API is available on its business accounts (OBA).

Connecting

1. In Click & Drop, open Settings > Integrations and click Add a new integration.
2. Choose Click & Drop API, give it a name (for example ArtworkDesk) and save it.
3. Copy the Click & Drop API authorisation key it shows.
4. In ArtworkDesk, paste it into API key and click Connect.

If Click & Drop doesn't accept the key, check you copied all of it and that the integration is turned on in Click & Drop.

Sending an order

On the order page, Record a dispatch now has a Send to Click & Drop button at the top. Click it, and Click & Drop gets:

• the order number;
• the customer's name, company, email and phone;
• the delivery address on the order (or the customer's address if the order doesn't have one).

You choose the service and weight in Click & Drop, and print the label there. ArtworkDesk can't print the label itself.

Getting the tracking number

Once the label is printed in Click & Drop, click Get the tracking number on the order. The tracking number is filled in on the dispatch form, ready for you to click Record dispatch and email the customer. See Dispatching orders.

To have this done for you, tick Check for tracking numbers each day, and add them to the dispatch form under Click & Drop in Settings > Connections and click Save. Each day, ArtworkDesk checks orders sent to Click & Drop in the last two weeks that don't have a tracking number yet. It fills in the form but doesn't record the dispatch or email the customer: you still do that.

Anyone who can record dispatches can use these buttons.

Xero and QuickBooks

ArtworkDesk doesn't do invoicing. Instead, when you win a quote, you can send it to Xero or QuickBooks as a draft invoice, with the customer and every line filled in. You check the invoice and send it from your accounts software, so your invoicing stays where it is.

Connecting

1. Under Xero or QuickBooks, click Connect Xero or Connect QuickBooks.
2. Sign in to Xero or QuickBooks and choose which organisation (Xero) or company (QuickBooks) to connect.

You're brought back to Connections, which shows Connected. If it says Not available on this server yet, ask whoever runs your ArtworkDesk to set it up.

Settings

Once connected, check the settings and click Save.

Sending a quote

Once a quote is Accepted by customer or Approved, its page has an Accounts box. Click Send to Xero (or Send to QuickBooks). A draft invoice is made and its number is shown in the box. Open Xero or QuickBooks to check it and send it to the customer.

The invoice gets:

• the customer, found by name in your accounts software, or added if they're not there;
• each quote line with its description, decoration, quantity, unit price, discount and VAT;
• the quote number, so you can match them up.

Nothing is sent to your customer from ArtworkDesk. If a quote has already been sent, the button says Send again to Xero and asks before making a second draft.

To send quotes without clicking, tick Send each quote automatically when it is accepted or approved and click Save. Each quote is sent once, when the customer accepts it or you approve it, whichever comes first.

If Xero or QuickBooks doesn't accept an invoice, you'll see why, and the reason also shows under the connection in Settings > Connections until a quote goes through.

Disconnecting

Click Disconnect under the connection and confirm. Orders and quotes you've already sent are kept in Click & Drop, Xero or QuickBooks.