QuickBooks Integration - General Information

Introduction

This user guide explains how to integrate Joblogic (JL) with QuickBooks (QB) in order to streamline your accounting and field service operations. This integration enables users to synchronise invoices, financial codes and customer data seamlessly, reducing manual effort and enhancing financial accuracy.

Benefits of the Integration

• Seamless Invoice Transfers: Automatically push invoices from Joblogic to QuickBooks, ensuring up-to-date financial records.

• Consistent Data Management: Keep customer and supplier information synchronised across both systems to prevent discrepancies.

• Reduced Manual Effort: Minimise data entry and lower the risk of human error.

• Real-Time Financial Insights: Gain instant access to accurate financial data for better decision-making.

• Enhanced Cash Flow Tracking: Easily monitor payments, expenses, and outstanding invoices.

Prerequisites

Before you begin, ensure the following:

• You have an active JL account.

• You have an active QB Online account (QuickBooks Desktop is not supported in this integration).

• You have administrative access to both platforms to authorise the integration.

• Make sure that your QB account has the necessary permissions for API (application programming interface) access.

• All customers, suppliers, and invoices are up to date in both systems to avoid data mismatches.

Key Features and Functionality (An Overview)

1. Invoice and Payment Syncing

• Once an invoice/payment is approved within Joblogic, it can be pushed to QuickBooks with a single click.

• Ensure that tax codes and invoice details within your JL match your QuickBooks standards and settings.

2. Customer Data

• Automatically sync customer records, eliminating the need for duplicate entry.

• Updates in one platform are reflected in the other.

3. Financial Reporting

• Leverage QuickBooks' reporting capabilities to generate profit-and-loss statements, balance sheets, and tax reports using synced data from Joblogic.

See the ‘What can be synced (in more detail)’ section of this guide for a fully detailed account of this.

The Integration Process

1. Enable QuickBooks Integration within Joblogic

Log in to your Joblogic account.

Navigate to Settings > Account Integration.

Locate the ‘QuickBooks Integration’ option and click ‘Connect to Quickbooks’.

A pop-up will appear requesting your QuickBooks login credentials.

2. Authorise Joblogic within QuickBooks

Enter your QB credentials and log in to your QuickBooks Online account.

Within QB, authorise JL to access your QuickBooks data by following the on-screen prompts.

Grant permissions for the following:

• Customer data

• Invoice management

• Tax configurations

Once authorisation is completed, Joblogic will confirm the integration.

3. Sync Data Between Joblogic and QuickBooks

Navigate back to JL and access the QuickBooks Sync area under ‘Account integration’

Select the data that you wish to sync:

• Invoices/payments – sync from Joblogic to QuickBooks

• Customers: Sync between Joblogic and QuickBooks in both directions. However, a customer will only sync from Joblogic to QuickBooks if they have an approved invoice that is not yet in QuickBooks.

• Tax and nominal codes – transfer existing financial code settings within your Quickbooks for use against invoices within your Joblogic

Click ‘Sync Now’ to initiate the process.

Note: on your first sync it would be best to only sync customers and/or tax and nominal codes to allow for set of these from one system to another. See the ‘What can be synced (in more detail)’ section of this guide for a fully detailed account of this.

4. Check the Sync Between Joblogic and QuickBooks

Double-check that the tax and nominal codes have been transferred correctly within the settings area of your Joblogic

Double-check that the customers within each system have transferred correctly

Double-check that the invoices within QB have transferred correctly

5. Configure Automatic Sync (Optional)

Navigate back to JL and access the QuickBooks Sync area under ‘Account integration’.

Enable the Automatic Sync option to schedule data transfers at specific intervals (e.g., daily, weekly, monthly).

Review and confirm your sync schedule.

6. Test the Integration

Before going live:

• Create a test invoice in Joblogic.

• Check if the invoice appears correctly in QB’s under the designated accounts/customer.

• Verify customer details, tax codes, and payment records.

7. Monitor and Maintain

Regularly review the sync logs in Joblogic to ensure there are no errors.

If any issues occur, Joblogic will display error messages. Resolve these by checking the customer data, tax codes, or payment settings.

Best Practices

• Perform a manual sync at the end of the day to ensure all data is updated.

• Regularly review your integration settings to ensure that synced data is accurate.

• Enable notifications in Joblogic to get alerts about sync errors or integration updates.

• Regular Data Audits: Periodically check for duplicates and mismatched data between Joblogic and QB.

• Consistent Tax Codes: Always ensure tax codes are aligned across both systems.

• Backup Data: Maintain regular backups of financial data to prevent loss during sync errors.

• Team Training: Train your team to understand the integration workflow and troubleshoot minor issues

Troubleshooting

Sync Errors

• If a sync fails, check the error message displayed within Joblogic’s ‘Sync History’ under settings. Common issues include:

• Missing/incorrect tax codes: Ensure all tax settings are correctly set against invoices.

• Duplicate customer records: Merge duplicate customers in QuickBooks or Joblogic before retrying the sync.

Authorisation Issues

• If the integration is not authorised within QB, restart the connection process and reauthorise JL

Support

For assistance, contact Joblogic Support at support@joblogic.com or QuickBooks Support here

FAQs

• Can I sync historical data?

Yes, historical invoices and customer data can be synced during the initial setup process.

• Does this integration work with QuickBooks Desktop?

No, this integration is designed for QuickBooks Online only.

• How often should I sync data?

Automatic syncing is recommended to keep records up to date, but it can also be performed manually at the end of the month, weekly, or daily, depending on your preferences.

Further General Information

What can be synced (in more detail)

The QuickBooks integration has the ability to sync customers, tax & nominal codes, and invoices, credit notes & payments. However, it is important to bear in mind which way these items are able to sync between Joblogic and the accounts package.

Customers

These items can sync both ways, meaning that customers in your QuickBooks account will sync to your Joblogic, and customers in your Joblogic account will sync to QuickBooks.

However, customers will only sync from Joblogic to QuickBooks if an approved invoice for that customer exists in Joblogic. Any already existing customers in QuickBooks will sync across to Joblogic, providing that the customer has not been marked as inactive within the QuickBooks package.

It is important to ensure that the details for corresponding customers match up correctly in each system in order to prevent duplicates of the customer being created.

The name, email address, account number, address, telephone, and contact fields on the customer details page in Joblogic need to match the contact information page of the customer account in QuickBooks (contact name, email, account number, postal address, phone, primary person).

This QB to Joblogic function tends to be used if you are new to JL and already have a QuickBooks account with customers logged. It acts as a useful tool for logging your existing customers automatically for you in JL.

Tax and nominal codes

These will only sync from QuickBooks to Joblogic. This means that all of the codes set up in your QuickBooks package will be created within your Joblogic settings library in order to allow them to be used and allocated within Joblogic.

Invoices, credit notes and payments

This only refers to sales invoices (purchase/supplier invoices cannot be transferred via the live sync), and these only sync from Joblogic to QuickBooks.

The Importance of Tax and Nominal Codes and Ensuring That They Are Correct

Accounts packages use tax and nominal codes to define and categorise different types of financial data, and every accounts package typically has its own set of codes.

If items such as invoices, credit notes, and payments are labeled within Joblogic with tax and nominal codes that do not correspond with your accounts package, they will likely be rejected and fail to pass over to QuickBooks during a sync.

It is therefore important to ensure that the correct tax and nominal codes, in accordance with those set up in your QuickBooks account, are assigned to any invoices, credit notes, and payments to allow them to transfer successfully from Joblogic to the accounts package.

The easiest way to ensure this is achieved is to conduct a tax & nominal codes sync before assigning any codes to invoices, credit notes, and payments in Joblogic. This will ensure that those codes which correspond with your QuickBooks package will be available to use and assign within Joblogic.

Once you have done this, select Settings in Joblogic > Library > Tax Rates/Nominal Codes, as applicable.

Check that the tax rates and nominal codes populating your libraries are applicable to you and your QuickBooks package’s code settings.

With regard to tax rates, you will likely find that the Joblogic system default tax codes of T1 (Standard rate: 20%), T0 (Zero rate: 0%), and T9 (No Tax) do not apply to your QuickBooks accounting package. Providing that you do not already use these codes/they do not apply to you, it is advised to delete the T1 and T0 codes from your Joblogic system to prevent colleagues from inadvertently assigning these to invoices and credit notes. This can be achieved by selecting the code and clicking the Delete button (provided that the code is not already in use within the system).

The T9 code cannot be deleted from the system due to being a foundational code, so advise users to refrain from using this code unless it is applicable to them and it exists in your QuickBooks account as a usable code.

Once you are satisfied that the tax rates and nominal codes populating your libraries are applicable to you and your accounts package, these can then be used throughout the Joblogic system and assigned to invoices, credit notes, and payments to allow for a successful sync to your QuickBooks accounting package.

If the QuickBooks Sync Times Out

The connection to QuickBooks may time out after a certain amount of time as a security measure implemented by the accounts package. If a sync takes a significant amount of time to process due to a high number of items, it may time out before processing them all. However, it will still process a portion of the invoices/data. This means that when there is a high volume of records to run, it can take multiple connections/logins to clear them all down.

QuickBooks Suppliers Syncing to Joblogic as Customers

Suppliers set up in QuickBooks may sync across to Joblogic as customers if they are set up as an account that can receive sales invoices within QuickBooks. This is to accommodate instances where you may charge/invoice a business that typically acts as your supplier.

If you find that suppliers in your QuickBooks package are syncing to your Joblogic as customers, check the settings of these suppliers in the QuickBooks account to confirm whether the supplier(s) that have synced have been set to be able to receive sales invoices.

Further Support

For further information or assistance with the above, contact our Support Team on 0800 326 5561 or email support@joblogic.com. Alternatively, our Customer Success Management team can be reached by emailing customersuccess@joblogic.com.

Publishing Details

This document was written and produced by Joblogic’s Technical Writing Team and was last updated on the date stated above.

Please note:

The information provided may be subject to change following updates to the system or new app releases.

Details within this guide may vary depending on your Joblogic account’s user permissions and settings or the device being used to access the platform.