Requirement: 

To enable this functionality, the connector program must be installed on the same physical or virtual machine as the QuickBooks esktop software.


Features:
1.Customers:


  • Export Customers from ServiceBox to QuickBooks Desktop 
  • Import Customers from QuickBooks Desktop to ServiceBox. 
  • ServiceBox has the capability to establish a customer type within QuickBooks Desktop during the export process of a new customer from ServiceBox to QuickBooks Desktop, facilitated through the utilization of customer categories in ServiceBox.


Limitation:

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


2.Jobsites: 

  • Export Jobsites from ServiceBox to QuickBooks Desktop as sub-customers.
  • First level sub-customers export from QuickBooks Desktop to ServiceBox as Jobsites.
  • The 'Create Ship To Address For Each Jobsite' feature generates distinct shipping addresses for individual jobsites, designating them as defaults for their respective jobsites. When altering the shipping address, the default address for that jobsite is updated. If an existing jobsite's default shipping address matches the customer's default shipping address and the name matches the set ship to address name, a new default address is generated. The ship to address name corresponds to the jobsite's display name.


Limitation: 


  • Regrettably, altering the display name of the job site in ServiceBox will inevitably lead to the creation of a fresh ship-to address in QuickBooks Desktop, with no available workaround for this situation.



3.Invoices :

  • Export Invoices from ServiceBox to QuickBooks Desktop. 
  • Invoices are marked as paid in ServiceBox once the payments have been received in QuickBooks Desktop (or downloaded from ServiceBox) to the full amount of the invoice.
  • Sales taxes are linked between ServiceBox Tax Levels and QuickBooks Desktop sales taxes. (For US QuickBooks Desktop, 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)
  • Enables customers to opt for either their ServiceBox invoice number or their existing QuickBooks Desktop invoice series. This choice affects the displayed invoice number after synchronization. If QuickBooks Desktop 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 Desktop.
  • Accounting Class codes can be linked with ServiceBox work order categories and displayed on the invoice level under 'Class' dropdown. 
  • Can sync ServiceBox all workorders or specific work orders based on categories over to QuickBooks Desktop. 
  • Items will be created in the item list of QuickBooks Desktop if an item used on an invoice is not found in that list.


Limitation:

  • Just setting an invoice to 'Paid' in ServiceBox will not mark the invoice as paid in QuickBooks Desktop because QuickBooks Desktop requires payments in the full amount of the invoice to consider it paid.
  • Due to the numerous business rules in any accounting system regarding changing already posted transactions, ServiceBox cannot update QuickBooks Desktop invoices post-sync. The work around for this will be to delete the invoice in QuickBooks Desktop and re-sync it from ServiceBox.
  • ServiceBox enables exporting payments to a designated deposit bank account in QuickBooks Desktop, 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 Desktop.


4.Payments: 


  • Export Payments from ServiceBox to QuickBooks Desktop.
  • 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 Desktop.


Limitation:

  • Payment on an invoice should be either created in ServiceBox or QuickBooks Desktop. Create the payment in both will result in a duplicate payment record in QuickBooks Desktop.
  • If payment received on invoice in QuickBooks Desktop 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 Desktop.
  • Has the ability to link up the QuickBooks Desktop Payroll Items to the ServiceBox Timesheet Items. 
  • Has the ability to set up class codes in the Timesheets. 

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 Desktop, 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 Desktop, it's worth noting that this feature is on our agenda for future development.


7.Vendor/vendor order:

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


Limitation:

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

8.Product/Services List: 


  • Export Product/Services from QuickBooks Desktop 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 Desktop.
  • Ability to update pricing from QuickBooks Desktop 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 Desktop 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.