Introduction:
ServiceBox has introduced a new feature that allows users to set specific statuses for paid invoices. With this feature, you can now set specific status for paid invoices in the accounting connector settings. This article will guide you through the process of configuring these settings to ensure smooth invoice management between ServiceBox and QuickBooks Online.
Step 1: Configure Invoice Statuses in ServiceBox
1. Log in to your ServiceBox account using your credentials.
2. In the top-right corner, click on your login name to access the drop-down menu.
3. From the menu, navigate to "Settings" and then select "Invoices and Statuses."
4. In this section, you can define multiple statuses that will determine whether an invoice is paid. For example, you can have a status named "Paid in ServiceBox" and another one named "Paid in QuickBooks."
5. For each status you create, make sure to set the "Paid" flag to "Yes." This setting is crucial for the system to detect and mark the invoice as paid in the respective software.
Remember that the names of the invoice statuses can be tailored to suit your business needs. These statuses will play a significant role in determining the invoice's status across platforms.
Step 2: Configure QuickBooks Online Settings
1. From your ServiceBox account, click on your username in the top-right corner.
2. Choose "QuickBooks Online" from the menu options on the right-hand side.
3. In the QuickBooks Online settings, scroll down to the "Invoice Accounts" section.
4. Here, you will find a new setting labeled "Use the status when setting invoice to paid."
5. Click on the dropdown menu under this setting, and you will see three options: "Use Default," "Paid in ServiceBox," and "Paid in QuickBooks Online."
Step 3: Selecting the Status
Now, let's understand the implications of each option:
1. **Use Default:** If you choose this option, the system will function as it did before, automatically marking the invoice as paid based on the first status where Paid flag is found to be set to "Yes" in ServiceBox, regardless of whether it's paid in ServiceBox or QuickBooks Online.
2. **Paid in ServiceBox:** Choosing 'Paid in ServiceBox' as a status means that you manually mark the invoice as paid in ServiceBox when you receive payment through that platform. You have the freedom to customize status names based on your preference and use them to track payments accurately.
3. **Paid in QuickBooks Online:** Opting for this option will result in the invoice being marked as paid in QuickBooks Online only. The status in ServiceBox will remain unchanged, even if you receive payment through ServiceBox.
Step 4: Testing the Configuration
After setting up the appropriate options, you can now create a new work order and invoice and sync it to QuickBooks Online. Observe the invoice status as you process it in QuickBooks Online.
For example, if you receive payment in QuickBooks Online, the system should automatically update the status in ServiceBox to "Paid in QuickBooks Online" when you run the sync. Similarly, if you receive payment in ServiceBox, it indicates that you want to manually mark the invoice as paid in ServiceBox when you receive the payment for it through ServiceBox.
By following these steps, you can ensure that your invoices are accurately tracked and updated across ServiceBox and QuickBooks Online, providing you with better control and visibility over your financial transactions.
If you encounter any issues or have further questions, please don't hesitate to reach out to our dedicated support team at [email protected]. Thank you for using ServiceBox, and we hope you enjoy the enhanced functionality!