Features:


1.Customers:

  • Export Customers from ServiceBox to QuickBooks Online. 
  • Import Customers from QuickBooks Online to ServiceBox. 
  • Contacts can be generated in ServiceBox by importing customers from QuickBooks Online. However, this requires a combination of first and last names with a company name; either just first and last names or just a company name won't suffice.


Limitation:


  • Currently, ServiceBox lacks the capability to set payment terms on a customer level and synchronize this data with QuickBooks Online; however, this enhancement is planned for implementation in our backlog.


2.Jobsites: 


  • Export Jobsites from ServiceBox to QuickBooks Online as sub-customers.
  • First level sub-customers export from QuickBooks Online to ServiceBox as Jobsites.
  • Utilize QuickBooks Online projects as ServiceBox Jobsites. 


 Limitation: 


  • Unfortunately, the QuickBooks Online development kit does not allow for the creation of projects. Fortunately there is a work around. To sync data to a QuickBooks Online project, a jobsite must be created in ServiceBox with the exact same display name as the project, under the same customer in both applications. 


3.Invoices :

  • Export Invoices from ServiceBox to QuickBooks Online. 
  • Invoices are marked as paid in ServiceBox once the payments have been received in QuickBooks Online (or downloaded from ServiceBox) to the full amount of the invoice.
  • Sales taxes are linked between ServiceBox Tax Levels and QuickBooks Online sales taxes. (For US QuickBooks Online, all tax codes should be set to 'TAX' rather than the tax groups. QuickBooks Online US will pick the appropriate tax based on the customer location so all that is needed is to indicate that these taxes are "Taxed" rather than Non Taxed)
  • Invoice mapping can be achieved through any of these options: a) Customer category, b) Work Order Category, or c) Location. This involves using custom field/class codes that are transferred to QuickBooks Online invoices, even in multi-location scenarios.
  • Enables customers to opt for either their ServiceBox invoice number or their existing QuickBooks Online invoice series. This choice affects the displayed invoice number after synchronization. If QuickBooks Online invoice numbers are selected, ServiceBox invoice numbers can be included in the memo field for streamlined cross-software reference.
  • Customer's can choose that the notes initially displayed on the ServiceBox invoice remain visible on the synced invoice in QuickBooks Online.


Limitation:

  • Just setting an invoice to 'Paid' in ServiceBox will not mark the invoice as paid in QuickBooks Online because QuickBooks Online requires payments in the full amount of the invoice to consider it paid.
  • Due to the numerous business rules around modifying posted transactions, ServiceBox cannot update QuickBooks Online invoices post-sync. There is a work around to delete the invoice from QuickBooks Online and re-sync from ServiceBox.
  • ServiceBox is currently unable to synchronize Work Orders or Jobs directly with QuickBooks Online. Nevertheless, it's important to note that a significant portion of the information present in a Work Order is also seamlessly transferred to an invoice, which is then smoothly synced with QuickBooks Online.


4.Payments: 


  • Export Payments from ServiceBox to QuickBooks Online.
  • ServiceBox enables exporting payments to a designated deposit bank account in QuickBooks Online, allowing users to allocate revenue according to predefined payment methods. For instance, if a payment method is 'cheque', the revenue will be recorded under the chequing account in QuickBooks Online.
  • ServiceBox offers a feature that allows users to assign a distinct status to an invoice, indicating the full receipt of payment for that invoice within QuickBooks Online.


Limitation:

  • Payment on an invoice should be either created in ServiceBox or QuickBooks Online. Create the payment in both will result in a duplicate payment record in QuickBooks Online.
  • If payment received on invoice in QuickBooks Online payment records are not uploaded back into ServiceBox, just the invoice status is marked as Paid. 


5.Timesheets:


  • Export Timesheet Data from ServiceBox to QuickBooks Online.


Limitation: 

  • Because the QuickBooks Online development kit does not provide the facility, ServiceBox cannot set pay items like sick hours and custom hourly rates during the synchronization of timesheet data.  This information is instead brought into the timesheet notes making it easier to manually set these values after importing.



6.Inventory :


  • Inventory items used on invoices downloaded from ServiceBox should have the quantity removed from the total quantity on hand.
  • When inventory line items are utilized in invoices and subsequently synced to QuickBooks Online, they are cross-referenced with existing inventory line items using an exact name match, provided they are present at the invoice level.

Limitation: 

  • While we presently do not facilitate a direct synchronization of the inventory list between ServiceBox and QuickBooks Online, it's worth noting that this feature is on our agenda for future development.


7.Vendor/vendor order:

  • Import Suppliers from QuickBooks Online to ServiceBox (Vendors in ServiceBox). 
  • Export Vendors (Suppliers) from ServiceBox to QuickBooks Online. 
  • Export Vendor Orders (Purchase Orders) from ServiceBox to QuickBooks Online.
  • Create QuickBooks Bill upon Vendor order receipt in ServiceBox.


Limitation:

  • Once a Vendor Order is transmitted to QuickBooks Online with a status denoting item receipt, ServiceBox lacks the capability to subsequently modify the receipt (Bill) in QuickBooks Online; however, we do offer alternative solutions to address this situation.

8.Product/Services List: 


  • Export Product/Services from QuickBooks Online to Non-Inventory items in ServiceBox.
  • Items used on Invoices are matched with existing Product/Services items via exact name match.
  • As new items are created in ServiceBox and used in invoices, they will be added to your Product/Services list in QuickBooks Online.
  • Ability to update pricing from QuickBooks Online to ServiceBox (excluding inventory). 


Limitation: 

  • Revenue accounts for new items are created based on item category not individual items. Expense accounts are not set with new items created by the sync.



FINAL NOTE: ServiceBox, by design, is not meant to replace your accounting system. Rather the sync to QuickBooks Online is meant to prevent or at least decrease the amount of double entry required to update your books.

Charges applied: 

ServiceBox will be implementing a nominal charge for the unlinking of data when users switch from one company file to another within the same accounting software. 

 

Here's why this charge is necessary:

 When users switch company files within the same accounting software, such as QuickBooks Online (QBO) or QuickBooks Desktop (QBD), it can lead to unintended consequences. One significant concern is the risk of linking invoices or other data to incorrect customers due to the way ServiceBox manages data linkage based on unique IDs. For instance, if Customer A has the ID 2344 and you move from Company File A to Company File B within QBO, there's a possibility that Customer B in File B could inadvertently share the same ID as Customer A, leading to data misalignment.

It's important to note that this policy applies specifically to transitions between company files within the same accounting software. If you decide to switch from one accounting software to another (e.g., from Sage to QBO), you can do so without incurring any charges or encountering the same issues.