Summary: Service box allows integration with the accounting software. Our custom connector transfers all relevant data from ServiceBox to your accounting software of choice with the push of a button. It also allows two-way synchronization of jobsite and customer info back into ServiceBox. In this article, we will learn how we can configure with QuickBooks Online within ServiceBox.
Step1:
Sign in to your ServiceBox site: https://qbo.test.jobboxsoft.com with user name: and Password:
Step2:
Add a new Customer: Click on the (+)New button appearing on the top bar>Click on customer > Create new customer form will appear, add in the required data and click save.
Fields marked with an asterisk (*) are mandatory fields. While adding customers you can select in the first drop down whether it's a Company or an Individual. 
For reference, we have added 'ServiceBox' as a customer.
Step 3:
Add a new Jobsite :
Add Jobsite from Main Screen: Click on the (+)New button appearing on the top bar>Click on Jobsite > Create new Jobsite form will appear.
Add a Jobsite from a Customer: You can also add a Jobsite from inside a customer. Locate a customer and open the customer. Click on the Jobsite tab and click on the Add Jobsite button.
Jobsite Details :
Once you have selected 'Add Jobsite' you will be taken to Create new Jobsite form. Select the customer from the first drop-down you want to add new Jobsite and fill in the required data and hit 'Save'. 
For reference: We have added a new jobsite under customer 'ServiceBox'. 
Step 4:
Create a new Work order:
Work Orders allow you to keep all of your information relating to a job in one place. A Work Order can be started with the details from a quote or you can create a Work Order without a quote.
Create a new Work Order by choosing: New > Work Order in the main ServiceBox screen.
Create a Work Order from a Customer:
You can also create a Work Order from inside a customer Locate a customer and open the customer. Click on the Work Order tab and click on the Add Work Order button.
Create a Work Order from a Job Site:
You can also create a Work Order from inside a Job Site. Locate and open a job site. Click on the Work Order tab and click on the Add Work Order button.
Changing Quotes into Work Orders:
You can also create a Work Order using all of the information from a Quote. Go into the Quote Details and click on the link Create Work Order, this will take the details of the Quote and populate a Work Order.
Work Order Details:
Once you have selected Add Work Order you will be taken to the Work Order Details Page. If you selected from within a customer, job site or from an existing Quote the Work Order will be prepopulated with information for the customer and job site selected as well as the Quote details if entered.
If you have started from the main menu you will need to select the customer, you can add a new customer or pick from an existing customer, when filling in the information.
As soon as you start to type the first letter into this box, all current customers who exist in your system with those letters will appear and you can select from the drop down box or if you need to add a new customer, click on add, here you will have the ability to add a new customer entering all of the details for the customer.
After choosing a Customer, you need to select an existing Job Site or Add a new Job Site. Once you have selected the Bill To and the Job Site you need to fill in the rest of the Work Order. All “boxes” with a red asterisk (*) beside them must be filled in.
You will need to assign the Work Order to someone. Depending on your business practices, this may be the technician responsible for the Work Order or an Administrator/Dispatcher who will look after scheduling.
The Work Order description should be added in as this will give the details to the technician of what needs to be completed on the job. If you have created this work order from a Quote then the Description from the quote should have been copied over. If you want to schedule the work order right away, click on the "Show Timeslot" section and enter the scheduled item, if you are going to schedule it later, then press OK to save and Create the Work Order.
Once a Work Order is created:
Once the Work Order is created, this will then create the Work Order and open the Work Order options on the top of the screen.
Once the Work Order has been created you can enter items used for the Work Order. Typically a company will be set up to include a Labor section to capture the time the employees have spent completing the Job. Also there will be at least one of the following sections: Expenses, Materials, or Purchase Orders. You can add the time and materials by clicking on second tab 'T&M'.
Any items that are entered into these sections in the Work Order are automatically pulled into the Invoice when using a time and materials invoice.
Step5:
Create a new Invoice:
Invoices allow you to bill your customers for the work that has been completed or will be completed. Once a Work Order has been created an Invoice can be issued, using the pricing information from the Quote, Work Order or with blank details you can fill in. This allows you to keep your invoice attached to the customer and all of the information relating to a particular job in one place.
To create an Invoice, you will need to open the Work Order for which you want to create the Invoice. Once you are within the Work Order, you can click on the 'Invoices' tab.
Once you click on the Invoice tab, it will take you to the Invoice section of the Work Order. To create a new Invoice, click on the Create Invoice button and the following pop up will appear.
Tip: if no Quote was created, the Quote Price option will not appear in the list. 
Use Time and Materials from Work Order:
This option carry forward the information from the Time and Materials area within the Work Order to the invoice. With this option, it is possible within the Invoice as well to add on additional items.
Create Blank Invoice:
If Create Blank Invoice was selected the customer information from the Work Order will populate but no pricing lines will have been added, all items for the Invoice will need to be added.
Creating Invoice
Now that the Invoice Type has been selected, you are able to review the details on the Invoice Details Screen. The Invoice Number is the Work Order Number with a -1 for the first invoice, -2 for the second etc. For Example below the Work Order is number 190001 and the Invoice we are creating at is 190001-1.
Once everything has been entered as required, Click 'Save' to create the Invoice. This will then create the Invoice.
Add Payments Within Invoice:
Within the Payments section, or using Add Payments on the Invoice Details, payments can be credited to the Invoice.
The Payment box will appear and allow details on the specific details of the payment to be entered. Under Method, there is a drop down box that will give the possible options, if an option selected is connected to your Stripe account, you can enter the details as well for the card having the payment applied.
Once payments have been added, a list of all payments applied to the Invoice can be seen on the Payments Screen.
To delete a payment select the delete icon and the payment can be deleted.
To refund a payment select the payment line item and click edit button and you can refund the required amount. 
Change Invoice Status: When invoices are created from the work order they come in 'Draft' status. 'Draft' status is the only one that can be edited. Once you change that status to 'Submitted' or 'Paid' it locks out the prices. If you would like to change the prices you would have to change the status to 'Draft' if you need to make any changes
'Submitted' and 'Paid' status of the invoice are the ones that will transfer to your QuickBooks Online. If you have a 'Draft' invoice it will sit in ServiceBox until you change the status to 'Submitted' or 'Paid'
You can change the status of an Invoice from in this section by selecting the Status and selecting the drop down box option that you want to select. Once completed select the checkbox to update your selection. 
It is also possible to change the status of the Invoice by clicking on the Invoice and viewing the details. Here you change the status and select Save at the bottom to update your selection.
Sync Invoices to QuickBooks Online:
Before learning how to sync invoices, let's make sure our settings within the service box are correct. So go to your settings tab> invoices> statuses.
Statuses- This will display list of status you have for your invoice category, each status functions as per the settings set on this page. Each invoice is synced over to QuickBooks Online based on the status .
If the invoice is in 'Submitted' or 'PAID' status it will sync over to your QuickBooks Online because on this page it has been set to 'YES' under 'Export to Accounting'. However, invoices in 'Draft' and 'Cancelled' status will not be synced because they have been set to 'NO' UNDER ' Export to Accounting' on this page.
Same is for PAID- Software will mark invoice as PAID once the payment is received either in QuickBooks Online or in Service Box. We recommend to set Paid to Yes for at least one status.
Now when you have set your settings for invoice status within service box, next step would be to perform the sync.
Invoice sync without payment : Let's say you have invoice within ServiceBox without payment and you would like to sync it to QuickBooks Online. First check your invoice is in right status.
Then go to your login name on the top right corner and click on the drop down menu and navigate to QuickBooks Online and click on 'GO'
Look for that invoice in your QuickBooks Online and you will see that it will indicate that the payment has to be received yet.
Once the payment is received in your QuickBooks Online run the sync again and software will auto-mark that invoice status as "PAID"
Invoice Sync with Payment: Let's say, the payment has been received within service box for a invoice and we have to sync that invoice over to QuickBooks Online.
Let's check the invoice is in right status i.e. ' PAID'
Then go to your login name on the top right corner and click on the drop down menu and navigate to QuickBooks Online and click on 'GO'
Look for that invoice in your QuickBooks Online and you will see that it will indicate that the payment has been received.
Invoice sync with Refund : If the payment is received within Service box you can give refund within the invoice and reflect that change in QuickBooks Online as well.
-Edit the invoice on which you want to add the refund amount ( unlink it if that invoice has already been linked with QuickBooks Online)
-Go to the payments tab on the invoice> edit the payment line item and add the refund amount and click ok.
- Run the sync again and look for that invoice in your QuickBooks Online, it will indicate the refund amount.
If the payment has not been received within Service box then you would have to manually do those changes on both the ends.
QuickBooks Online Configurations:
Step 1: Sign in to your Jobsite site ( qbo.jobboxsoft.com)
Step 2: Navigate to your login name displayed on the top right corner>click on drop down menu and go to QuickBooks Online (If you can't see QuickBooks online please contact us at [email protected])
Step 3: Click 'Connect to QuickBooks'
Step 4: As you click on 'Connect', this will navigate you to your intuit login where you will enter your Login credentials for QuickBooks Online.
Step 5: As you login, QuickBooks Online will ask you if you wanna share your data with ServiceBox. Click 'Connect'.
Step 6: You will be navigated back to ServiceBox on this type of page(this is where we will set our settings tab by tab within Service box to match with your QuickBooks Online data)
Step 7: Click on tab 'Sales tax'
*QuickBooks Tax Code for Blank Service Box Tax- If you have a blank tax in ServiceBox system assumes it's a non-taxable item. So, we have to choose a tax code which is tax exempt within QuickBooks Online (list of tax code in the drop down populates from your QuickBooks Online, so it might differ for individual client)
*Link Tax Codes - Tax levels you see on left under Service box i.e.- GST,PST,HST & Tax Exempt comes from your settings tab within ServiceBox where you might have added your tax levels during your initial service box setup meeting (you could also add combination of tax levels to match up with your tax codes in QuickBooks Online, if needed)
So, each of the tax level in the box has to match up with the corresponding in the QuickBooks. For example : GST TO GST
Step 8: Navigate to next tab' Payments'
*Link Payment Methods - Here, we will link individual payment method you take within QuickBooks Online with payment methods added in service box (If you want to add new payment methods > Go to settings> Invoices> Payments>add new payment method>refresh your page> Go to QuickBooks Online settings tab > payments > and you will see that new payment method on this page >link it with corresponding payment method in QuickBooks Online)
So, Select the drop down and link Cash to Cash, Check to Check and so on.
Step 9: Navigate to next tab 'Invoice Accounts'-
*Import Invoices Dated On or After - Here, you would select the date you wanna go live. For example you select November 02,2021 so any invoices in the system before that date will not transfer over to QuickBooks Online. However, you could always come back in here and change this date either to back date or future date.
For new user we usually recommend to enter next week date so they have that time frame to experiment with invoices and work orders within Service box.
*Revenue Account for Overridden Quotes - Within ServiceBox you have this ability to override the price of quote, so you would have to select the account (appearing in the dropdown list) where you would like that to go into when you create the invoice.
Account list appearing in the dropdown may vary from client to client. Which account to select totally depends on client or how their accountant manage their business.
*Asset Account for Inventory Items- Select the account from the drop down menu, where you would like to keep record when you purchase an inventory items. Most companies use either 'Inventory' or 'Inventory asset'.
Even though some clients might not be using inventory module within ServiceBox, we usually recommend them to fill this out here.
*Expense Account For Inventory Items- The cost of the inventory becomes an expense when a business earns a revenue by selling it's products/services to the customer. So you would have to choose the account where you would like to show the cost of the inventory items as expenses. Example-most companies put into 'Cost of goods sold'.
*Revenue Account for Inventory Items- You would have to select the account to put into when a company receives cash or claim to cash for the sale or use of it's assets. Which account to select totally depends on client or how their accountant manage their business.
*Receivable Account for Invoices - Select Accounts receivable (A/R)
*Link Revenue Accounts - So, each of these item categories needs to be matched to an account. For example Labour categories- Some companies link it to sales ,Services or Labour this totally depends upon how you manage your accounts for your business.
Invoice Categories and Quote Categories revenue accounts for individual item category should be same. For example if you link Labour on left to sales, it has to be linked to sales for Quote categories as well (on right).
Step 10: Navigate to next tab 'Timesheets'-
By configuring this settings you will be able to import in Timesheet data from ServiceBox and add them into the QuickBooks Online Timesheet.
Check off where it says 'Export Time Data' if you would like to configure settings for timesheets and leave it uncheck if you don't want to sync your timesheets.
After checking off the checkbox, You would have to fill in the date from when you would like to start importing timesheets into QuickBooks Online from Service box.
Next would be to link the user within ServiceBox with the corresponding User/Employee in QuickBooks Online.
If you add a new user in Service box you would have to come on this page and link it with QuickBooks Online employee name for that user's timesheet to be reflected in your QuickBooks Online. 
Step 11: Import Export Settings-
*Export customers with Invoices only - If checked off, this means connector will only move the customer from service box to QuickBooks Online when there is an invoice associated with that customer ( Invoice needs to be right status i.e. either in Submitted or Paid).So, you could have as many new customers in ServiceBox as you want until the invoice is present and in the right status that information will stay in Service box.
*Preserve Customer name in accounting for existing Customers- If unchecked, it means if you make any changes on customer name within service box it will reflect that change in you QuickBooks Online as well, If checked off it means your customer name in QuickBooks Online will be preserved regardless of the changes done within Service box.
*Use Jobsite Address for Invoice to - If checked off, System will use your jobsite address as Bill to address for that customer. Leave it unchecked if you have multiple jobsites and their is a main Billing address for the customer.
*Use Service box Invoice Number- If checked off, your service box invoice numbers will appear same in your QuickBooks Online invoices as well.
*Add Service box Invoice Number to Memo- Some companies prefer to continue with their invoice numbers within QuickBooks Online, if they choose to use their own invoice numbers then we suggest to check this off because then it will reflect service box invoice number in the memo field within their QuickBooks Online, this will make it easy for client to find that invoice within service box .
If you are using service box invoice number leave this checkbox unchecked.
*Add ServiceBox Invoice Note- If checked off, it means your invoice notes within ServiceBox will also move over to your QuickBooks Online.
*String to Split Item name and description-
In QuickBooks they usually have an item number and a description in separate columns. However, in service box we can bind those so you can have item number -(divider) description. Since, -(dash) is a special character in QuickBooks, what you would do here is put a space - space. So now if we move an item from QuickBooks Online to service box it will put that dash or divider in and vice versa.
Once you have completed all these settings tab, you will see other tabs : Export to QuickBooks Online and Import to QuickBooks Online, If you would like to learn how to import or export read our other article.
