ServiceBox seamlessly integrates with your accounting software using our custom connector. With a simple click, you can transfer all necessary data from ServiceBox to your accounting software. Additionally, our connector enables two-way synchronization, keeping jobsite and customer information up to date in both ServiceBox and your accounting software.


For a smooth configuration process, it is important for customers to have their Accountant present or a good understanding of how accounts are set up in QuickBooks and ServiceBox


Configure SAGE 50 Desktop:

Here are the steps to download accounting connector program:

  • Sign into the ServiceBox site (xxx.jobboxsoft.com).
  • On the top right corner, locate your login name. Click on the drop-down menu and select "Accounting" from the options.




  • Right Click 'Here' to download the program,


  • Select Open in Incognito Window 
  • By default, ServiceBox will download the connector program to customer's desktop 



During the initial setup process, it's important to note that 

  • Only ServiceBox Connector program is running and not the SAGE accounting program.
  • Sage program is running in the single user mode (you can see this in the bottom right hand corner.
  • TO switch to Single User Mode Click on File menu and click on Switch to Single User Mode





For new customers or new setups, we need to follow specific steps: 


  • To run the Connector program as an administrator, right-click on the black Connector program box and select "Run as admin" from the options. This ensures that the program has the necessary permissions to function properly. It's worth noting that in some cases, customers may encounter issues if they don't have admin rights on their desktop or if they're using a server or connector. In such cases, they need to ensure they have admin rights for their server or local desktop.
  • The setup screen should now be displayed: 
    • Click on 'Setup'



The yellow fields are essential and need to be filled out.

 

ServiceBox Settings: 

Complete this section to establish the ServiceBox connection:


  • Enter the URL you typically use to access ServiceBox. You don't need to include "https://" at the beginning, but make sure to include "/servicebox" at the end. Additionally, enter your user ID and password. 
  • Click on 'Test' to check if the connection is functioning correctly. 
    • If the connection fails at this stage, there are a few possible reasons for it. The first possibility is that the URL is not entered correctly. Double-check that the URL is accurate and complete, including any necessary prefixes (such as "http://" or "https://").
    • Another potential reason is an incorrect user ID and/or password. Ensure that the user ID being used is accurate and matches the credentials provided by the user. Make sure the password entered is correct and matches the associated user ID

Accounting File Settings: 

Complete this section to Identify accounting file and its location:


  • Software: Choose the software Sage 50 (only the software installed on your system will be listed).
  • File Name: To set up the connection, we'll need your existing Sage file. It's important to focus on the existing file you're currently working on, as there might be multiple versions. 


To find the location of the file, ask customer to

  • Open Sage 50
  • Click on "File" menu
  • Click on Recently Opened Company
  • Here you will see the location and the name of the company that needs to be selected for this setting

 



  • Or you can ask customer to go to the file location on their computer like the screen below




  • UserID - Use your Admin user ID
  • Password - Type in your password
  • Muti User - if you are using Sage and multi-user mode, please check this off
  • Click on 'Test' to check if the connection is functioning correctly. 

After completing these steps, your first tab should resemble the following example




Tax Levels Tab: 

This tab allows you to connect your ServiceBox tax levels with tax codes in your accounting application. This is important for when you transfer invoices from ServiceBox to your accounting system. The connector needs to know which taxes to apply to each invoice line in your accounting application.


  • Non-Taxable tax Code - Select “No Tax”
    • In Service Box, a taxable line item refers to any product or service that attracts taxes. On the other hand, a non-taxable line item is one that is exempt from taxation. While terminologies may differ across systems, the core concept remains the same – non-taxable items are those where tax is either not applied or left blank. When a line item's default tax level is left blank in ServiceBox, the system automatically assumes it is non-taxable. This means that if a blank line item is transferred to Sage without proper setup, it could result in incorrect tax calculations on invoices. The first drop-down menu is used to select the tax to be applied in your accounting system when No Tax is selected for an item in the ServiceBox invoice.
  • ServiceBox Tax levels (comes from ServiceBox) and Sage Sales tax Codes (comes from Sage)
    • These two lists are used to link a ServiceBox tax level with a tax code in your accounting system. 
    • To establish the connection:
      • Choose an entry from each list 
      • Click 'link'
      • The linked items will then appear in the list below
      • If you make a mistake, you can simply click on the incorrect row in the list at the bottom and click 'unlink' to remove the link.

After completing these steps, your tax tab should resemble the following example.




Invoice and Accounts Tab: This tab allows you to configure the date settings for importing invoices.


  • Import Invoices Dated On or After: 
    • Select the specific date you want to start importing invoices from. For example, if you choose March 2, 2023, any invoices dated before that date in the ServiceBox system will not be transferred to Sage
    • Keep in mind that you can always return to this setting and modify the date, whether you want to select a previous date or a future date
    • For new users, it is recommended to enter a date for the following week. This will allow them to have a timeframe to experiment with invoices and work orders within ServiceBox
    • To select the desired date, click on the down arrow beside the calendar. This will bring up a calendar, and you can choose the appropriate date from there.
  • Inventory Income Account: If you intend to utilize inventory management in Service Box, you'll need to determine how the system handles inventory items on invoices. Specifically, you'll need to decide where the system should allocate newly created inventory items within your income accounts.
    • Click on the dropdown and select appropriate Inventory Income Account




Sage Payment tab: There are three options for you to choose from


  • Do not Sync Payments - If you do not want to sync payments automatically, select this option and click on the checkbox “show payments that cannot be sync'd in dialog”




  • Set Paid by In Invoice if Same Day Single Payment - This option allows you to set payments as "Paid by Invoice" if they are received on the same day as the invoice creation. In this scenario, if you've generated an invoice today and you receive payment for it on the same day, the system will automatically download that payment into Sage. However, if the payment and invoice creation dates do not match, you'll need to manually create those receipts in Sage.
  • Full sync of payments (use at your own risk) - If you're receiving payments within Service Box and wish for these payments to be automatically synchronized with your Sage software, you should opt for the third option. Choosing this option comes with a disclaimer, as it involves some risk. The reason for this is that the Sage SDK (Software Development Kit) officially doesn't permit Service Box to directly interact with the payment database in Sage. However, we've developed our own method for integrating and downloading payments. Still, it's important to acknowledge that conflicts might arise occasionally. Since we lack direct access to the payment database, any issues that arise would need to be addressed manually by users. Click on Yes within this disclaimer




Invoice Revenue Accounts Tab: 

This tab allows you to connect the ServiceBox invoice item category with the corresponding revenue accounts in Sage. 


Each individual category, such as labor, materials, and sub trades, can have different financial implications for a business. Sometimes, businesses might want to reflect these categories differently in their financial reports or accounting records.


For example, they may want to categorize labor as a service sales account, or materials as regular sales. Though they both contribute to revenue, the specific naming and accounting treatment may vary for reporting purposes or business modules.


In such cases, we will suggest that they choose where they want these categories to be reflected. This decision will primarily apply to new records they create in Service Box. Existing records that already match the names in Sage will automatically link to the appropriate accounts without any changes during the import process.


To establish this connection:

  • Select an item from each of the two lists at the top
  • Click 'link' 
  • The newly linked item will then be displayed in the list at the bottom
  • If you happen to make a mistake, simply click on the item in the bottom list and click 'unlink' to remove the link.




Quotes Revenue Accounts Tab: 

This tab allows you to connect the ServiceBox quote item category with the appropriate revenue accounts in Sage. 


When setting up quotes, we usually ask for the same information as we did for invoices. The reason we recommend having similar settings for both quotes and invoices is because Service Box uses one database for both. So, whatever you put in the quote will be reflected exactly the same way in the invoice. 


Revenue Account for overridden Quotes: This feature is within Service Box and allows you to modify a quote. For example, if you have a quote for $450, with the overridden quote feature turned on, admin users can change it to a lump sum of $500. The quote will still be considered valid and will eventually turn into an invoice, generating revenue for your business. The important aspect of this feature is that it gives users the option to select a specific revenue account to link the overridden quote


To establish this connection:

  • Select an item from each of the two lists at the top 
  • Click 'link'
  • The newly linked item will then be displayed in the list at the bottom
  • If you make an error, you can easily correct it by clicking on the item in the bottom list and selecting 'unlink'.



Vendor Order: 

Import Vendor Orders Dated On Or After: Here, you would select the date you want to go live. For example, if you select January 16, 2023, any Vendor Orders in the system before that date will not transfer over to QuickBooks Online. Of course, you can always come back to this page to change move this date backwards or forwards. 


Only Import Vendors with Vendor Orders: If this is checked off, it means the Connector will only move the Vendors from ServiceBox to QuickBooks Online when there is a Vendor Order associated with them. 


Vendor Order Status for Orders: Here you would check off the status for which you would like ServiceBox to download the Vendor Order into Sage as a Purchase Order. You must check off both the "Sent" and "Received" Status to have the Receipt/Bill created for the same in Sage. 

Vendor Order Status for Receipts: Here you check off the status "Received" to ensure the Connector moves this Vendor Order over to Sage as a Bill/Receipt. 


Payment Method Tab: 

This tab allows you to connect the ServiceBox Payment Methods with the corresponding QuickBooks Payment Methods. 


Any new payment methods you create in Service Box will show up as yellow here, allowing you to link them in your accounting software. The choice of linking them is entirely up to the customer's preference and their usage of payment methods in QuickBooks.


To establish the link between payment methods:

  • Select an item from each of the two lists at the top
  • Click 'link'
  • The newly linked item will then be shown in the list at the bottom
  •  If you happen to make an error, simply click on the item in the bottom list and choose 'unlink' to remove the link.

 



Export/Import Settings Tab: 

Select Appropriate Settings


  • Only import related ServiceBox items with invoices: Use this setting if you want to download into accounting only the customers, jobsites, and work orders that have invoices in ServiceBox. This helps minimize the amount of data imported into accounting to only what is needed for invoices.
  • Append company name to individual name for import from ServiceBox: When importing customers marked as individuals from ServiceBox to accounting, their name in accounting is set up as their first name and last name (e.g., "John Smith"). Enable this setting if you want to add the company name to the customer record to make it more unique in your accounting software (e.g., "John Smith - Google").
  • Preserve display name in accounting for existing customers: It is highly recommended to check this option as it ensures that no alterations or modifications are made to the customer's information in Sage. 
  • Use ServiceBox invoice number in accounting: If users prefer to have the same series for invoice numbers in both platforms, they can check this option. Enabling it will ensure that Service Box generates identical invoice numbers in Sage. However, if they prefer to maintain their existing invoice numbering system in Sage, we recommend checking the option to put the Service Box invoice number in the memo field. This allows for easy tracking and mapping of invoices while still using the established invoice numbering series in QuickBooks.
  • Only import vendors with vendor Order: Check this box to import vendor with vendor orders only. 
  • Put vendor name on first address line in accounting:
  • Preview customer actions before importing to accounting: Enable this setting to review the changes the connector will make to ServiceBox customers before they are applied. This gives you an opportunity to approve adding new customers or linking customers between the systems before the changes take effect. Changes to customers already linked in your accounting system will always be applied.
  • Add ServiceBox Invoice Note to Memo: In Service Box, there's a place to add extra information or notes for an invoice called the "invoice note" field. If you want, you can transfer that information to a section in your accounting software called the "memo" field. When you choose this option, the description you entered in the invoice note field will be moved and shown in the memo field of the corresponding invoice in your accounting software.
  • Use job site addresses as Bill To: Check this option if all customers have the same billing address as the job site. Otherwise, leave it unchecked.
  • Attention prefixes: Define any attention prefixes (e.g., Mr., Mrs.) used for certain customers. Separate multiple prefixes with a comma.
  • Add invoice notes to detail: When you click on the dropdown menu, it provides you with the option to choose whether you want to display the invoice note before or after the line items. This choice is entirely up to you and depends on your preference.
  • Add Maintenance Notes to Detail: The "Maintenance notes" refer to the work-related notes that are included on the invoice. This decision determines the positioning of the maintenance notes when the invoice is transferred to your accounting software. For instance, if you have a note related to labor, you can choose to show it either before or after the labor line item. Generally, It is recommend displaying it after the line items as it maintains a cleaner and more organized appearance. However, the final decision is entirely up to the customer. 



Export from Accounting: 

Check the relevant options to export customers, items and vendors (if you have a Vendor Order turned on), and items from QuickBooks to ServiceBox. It is important to always check the "Export Job Sites" option.


Customer: 

For new customers, it's advisable to initiate the process by clicking here. This action will retrieve all customer data stored in your Sage system, displaying it in this section. You can then select all these records and simply click the 'Go' button. This will trigger the migration of this customer data from Sage to Service Box, creating corresponding contacts. If there are any linked contacts or job sites associated with these customers in your Sage, they will also be seamlessly transferred to Service Box.


  •  Click on Customer: It will bring up all customer data from within Sage




  • Click on “Select all” Customers or select certain customers by clicking on checkbox beside individual customers name to export to ServiceBox.  




Items: 

  • Click on "items" 



All your items, including products and services stored within Sage, can be seamlessly imported into Service Box. The system will retrieve and display them in this section.


You have the same option to select them all, or if you prefer, you can choose to move specific items individually. 


Export as Invoice Category - You have option to select invoice category for these items. If you want to categorize these items as labor, simply select Labor from the drop own.


Include long description - If you have lengthy item descriptions, you can opt to split and display them as extended descriptions within Service Box. 


Part code description Delimiter - We recommend using a space dash and a space in this tab to maintain a clear separation when adding new line items in Service Box. 


Afterward, click 'Go', and Service Box will organize these items under the categories you've chosen here.