Summary

Integrating different software systems is essential for streamlining operations and improving efficiency. If you're a ServiceBox customer and use QuickBooks Online for your accounting needs, integrating the two platforms can simplify your workflow and ensure seamless data synchronization. In this article, we will guide you through the step-by-step process of integrating ServiceBox with QuickBooks Online.


Prior to initiating the configuration process, it is crucial for customers to either have their Accountant present during the meeting or possess a comprehensive understanding of how accounts are established in both QuickBooks Online and ServiceBox.

 

The step-by-step process is outlined as follows:

To begin the integration process, request the customer to do the following:

  • Share their screen using the "Share tray" option or by pressing Ctrl+Shift+E and clicking on "Screen". This will allow you to view their screen.
  • Sign into the Jobsite site (xxx.jobboxsoft.com).
  • Locate their login name displayed on the top right corner and click on the dropdown menu.
  • From the dropdown menu, select "QuickBooks Online". If they cannot see the QuickBooks Online option, instruct them to contact us at [email protected]

 



  • Within the QuickBooks section, you'll find a green button that says "Connect to QuickBooks Online." Click on this button to initiate the connection process.

 



 


  • This will take you to intuit login where you will enter your Login credentials for QuickBooks Online.  




  • QuickBooks Online will ask you if you would like to share your data with ServiceBox.  
  • Click 'Connect'.  


 



This will bring you back to ServiceBox on ‘QuickBooks Online Sync’ page where you will see Settings tab

 



  • Click on Settings tab

 


Sales Taxes tab:

  • ‘QuickBooks Tax Code for Blank Service Box Tax’ - If no tax is applied to ServiceBox invoice, system will use this tax code in accounting.  If you have a blank sales tax code in ServiceBox, system assumes it's a non-taxable item (recommend selecting ‘Tax exempt’ or similar tax code).  If ServiceBox invoice has two line items, one with tax and one without, ServiceBox will calculate the price as expected. However, when we send this invoice over to QuickBooks, it will correctly link the line item with tax, but not the blank item, QuickBooks will apply default tax and will result in different total invoice amount.
  • The list of tax code in the drop down is populates from your QuickBooks Online, so it might differ for individual clients. 
  • Choose a tax code which is tax exempt within QuickBooks Online from the dropdown menu. 




Link Tax Codes - Tax levels you see on left under Service box i.e.- GST, PST & Tax Exempt comes from your settings tab within ServiceBox.  Tax codes and tax levels are added in ServiceBox during configuration of the ServiceBox site (you could also add combination of tax levels to match up with your tax codes in QuickBooks Online if needed) 

  • Link each Service Box tax codes to corresponding tax codes in QuickBooks. For example: GST TO GST, PST to PST and so on. 

 



Payments Tab:

  • Link Payment Methods - Payment Methods you see on left under Service box i.e.- Cash, Cheque, Credit Card etc. comes from your settings > Invoice tab within ServiceBox. 
  • Link each Service Box Payment Method to corresponding Payment Methods in QuickBooks. Select the dropdown and link Cash to Cash, Check to Check and so on.  
  • Deposit account - If it is blank then QuickBooks will use the default deposit account. For example, if customer wants the cash to go to specific account, then you will have to select it here.

 

 

Adding New Payment method:

In ServiceBox 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   

 

Invoice Accounts tab 

On this tab, you will find various options that allow you to customize the import and export settings between ServiceBox and QuickBooks. Below are the definitions for each of these options: 

  • Import Invoices Dated On or After - To import invoices into QuickBooks Online, follow these steps:
    • Look for the option labeled "Import Invoices Dated On or After" in the configuration settings.
    • 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 QuickBooks Online.
    • 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 anywhere within the cell associated with the setting. This will bring up a calendar, and you can choose the appropriate date from there.
  • Revenue Account for Overridden Quotes (Any Sales Account)- To specify the revenue account for overridden quotes in ServiceBox, follow these steps:
    • In ServiceBox, you have the ability to override the price of a quote. When this override occurs, the new price will be used in QuickBooks when you create the invoice.
    • To ensure the correct revenue account is selected for overridden quotes, choose the appropriate account from the drop-down list. Please note that the account options in the dropdown may vary depending on the client.
    • The selection of the revenue account is dependent on the client's preferences or how their accountant manages their business. It is essential to consider the specific needs and requirements of each client when selecting the appropriate revenue account.
  • Asset Account for Inventory Items (Inventory Asset) - This setting applies to NEW INVENTORY ITEMS that are added., system will use the default account for existing items. To set the asset account for inventory items in ServiceBox, follow these steps:
    • In ServiceBox, you have the option to select an account where you want to track the record of inventory item purchases.
    • From the drop-down menu, choose the appropriate account that aligns with your preference. The most commonly used accounts for this purpose are 'Inventory' or 'Inventory Asset' or any asset account.
    • It is recommended to fill out this information even if some clients are not utilizing the inventory module within ServiceBox. Having this field completed ensures consistency and allows for future flexibility if the need for inventory tracking arises.
  • Expense Account for Inventory Items - To assign the expense account for inventory items in ServiceBox, follow these steps:
    • When a business generates revenue by selling its products or services to customers, the cost of the inventory becomes an expense.
    • From the drop-down menu, select the appropriate expense account where you want to reflect the cost of the inventory items. A commonly used account for this purpose is 'Cost of Goods Sold' or any expense account.
    • Most companies typically allocate the cost of inventory items to the 'Cost of Goods Sold' account to accurately track their expenses associated with selling goods.

By choosing the suitable expense account for inventory items, you can ensure that the cost of goods sold is properly accounted for in ServiceBox, allowing you to monitor and manage your business expenses effectively. 

  • Revenue Account for Inventory Items (any sales account)- To designate the revenue account for inventory items in ServiceBox, adhere to the following guidelines:
    • When a business receives cash or claims cash from the sale of inventory, the cost of the inventory is considered revenue.
    • From the drop-down menu, select the suitable revenue account to reflect the income generated from inventory items. The specific account to choose will vary depending on the client or how their accountant manages their business.
    • The revenue account you select should align with your accounting practices and financial reporting requirements. Common options include accounts such as 'Sales Revenue' or specific revenue accounts tailored to your business operations.

By accurately assigning the revenue account for inventory items, you can ensure that the income generated from inventory sales is appropriately recorded in ServiceBox. This allows for accurate tracking of revenue and facilitates proper financial analysis and reporting for your business.

  • Receivable Account for Invoices (only one option, accounts receivable)- Select appropriate Accounts receivable (A/R) account. if the account is not there, it needs to be set up in QuickBooks.
  • Use this status when setting invoice to Paid: 
    • 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.
    • 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.
    • 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.
  • Link Revenue Accounts (Non inventory items) - This setting affects new non inventory items created.  When creating a new non-inventory item in QuickBooks Online, ServiceBox is required to specify the Revenue account that should be used. To establish the link between revenue accounts and invoice/quote categories in ServiceBox, follow these steps:
    • Start by matching each Invoice Category and Quote Category to their corresponding Revenue Accounts. This process ensures that the revenue generated from specific item categories is allocated correctly in your accounting records.
    • For example, when it comes to Labour categories, different companies may choose to link them to various revenue accounts such as Sales, Services, or Labour. The selection depends on how you manage your accounts to suit your business needs and accounting practices.
    • It's crucial to maintain consistency between the revenue accounts assigned to Invoice Categories and their corresponding Quote Categories. In other words, if you link Labour to the 'Sales' revenue account for Invoice Categories, make sure to link it to the 'Sales' revenue account for Quote Categories as well.
    • This alignment ensures that revenue from Labour-related items is consistently recorded under the appropriate revenue account, regardless of whether it is an invoice or a quote.

 



 Invoice Mapping Tab - Allows you to sync custom fields from ServiceBox to QuickBooks online

  • Select appropriate custom fields for Customer category or Work Order category and Location Mapping. We can only link one of these three categories. 

 

 


Vendor Order tab: 

  • 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. 
  • Import Vendors with Vendor Orders Only: 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. 
  • Accounts Payable for Purchase Order: When ordering from a supplier, the amount you owe goes into "Accounts Payable". This dropdown field exists in case you have more than one "Accounts Payable" account and need to specify which it should be credited to. 
  • Vendor Order Status for QuickBooks Online Purchase Orders:  Here you would check off the status for which you would like ServiceBox to download the Vendor Order into QuickBooks Online as a Purchase Order. You must check off both the "Sent" and "Received" Status to have the Receipt/Bill created for the same in QuickBooks Online. 
  • Vendor Order Status for QuickBooks Online Bills: Here you check off the status "Received" to ensure the Connector moves this Vendor Order over to QuickBooks as a Bill/Receipt.

 

 


Timesheets tab 

The 'Timesheets' tab provides functionality for importing Timesheet data from ServiceBox and integrating it into the QuickBooks Online Timesheet.

  • To begin, check the box labeled 'Export Time Data' if you wish to configure settings related to timesheets. By doing so, you can specify the synchronization preferences for your timesheets. If you prefer not to sync your timesheets at this time, leave the box unchecked.
  • This tab enables you to seamlessly transfer timesheet information between ServiceBox and QuickBooks Online, streamlining your time tracking and management processes.

 


Export from ServiceBox

To export time data from ServiceBox to QuickBooks Online, follow these steps:

  • Check the "Export time data" box to indicate that you want to export timesheets.
  • Specify the starting date from which you want to import timesheets into QuickBooks Online.
  • Link each user in ServiceBox with their corresponding User/Employee in QuickBooks Online. This ensures that the timesheets of each user are accurately reflected in QuickBooks Online.
  • Remember that if you add a new user in ServiceBox, you will need to return to this page and link them with the corresponding QuickBooks Online employee name. This linking process ensures that the timesheets of the new user are correctly synchronized with QuickBooks Online.

 

Import Export Settings tab 

On this tab, you will find various options that allow you to customize the import and export settings between ServiceBox and QuickBooks. Below are the definitions for each of these options:



 



  • Export customers with Invoices only:

If you check off the option "Export customers with Invoices only," the connector will transfer customers from ServiceBox to QuickBooks Online only if there is an invoice linked to that customer.  However, please note that the invoice must be in the "Submitted" or "Paid" status. If the invoice is in any other status, the customer will not be moved to QuickBooks Online.


This means also that if a Quote was created for a new customer/sales lead and does not become a Work Order and eventually an Invoice, this Customer created will remain in ServiceBox and not appear in your Accounting Software.  Some businesses want new cusotmers/sales leads established in their accounting software right away, for accounting reasons.  If this is the case, do not check off this checkbox and then all “new cusotmer” without invoices will be created in the accounting software on then next sync.

  • Preserve Customer name in accounting for existing Customers: If the box "Preserve Customer name in accounting for existing Customers" is unchecked, any modifications made to the customer's name in ServiceBox will be automatically reflected in your QuickBooks Online.  On the other hand, if the box is checked off, your customer's name in QuickBooks Online will be preserved and remain unchanged, regardless of any modifications made to the customer's name in ServiceBox.  (Usually checked off and activated)
  • Ignore Jobsite: Do Not Check In ServiceBox job site refers to a specific location where a service or job is performed. 
  • Use Jobsite Address for Invoice to:

If you check off the "Use Jobsite Address for Invoice" box, the system will automatically use the address of the jobsite as the billing address for the customer. This is useful when you want the invoice to reflect the specific location where the work was performed. However, if you have multiple jobsites for a customer and there is a main billing address that should be used consistently, leave the box unchecked. In this case, the system will use the designated main billing address for the customer on the invoice.  (Usually NOT checked off.)

 

Please note that the "Use Jobsite Address for Invoice" box is not applicable if the "Ignore Jobsite" box is checked, as the system will disregard jobsite-specific information in that case.

  • Use Service box Invoice Number:

If you check off the "Use ServiceBox Invoice Number" box, the invoice numbers assigned in ServiceBox will be used in your QuickBooks Online invoices as well. This ensures consistency and allows you to easily track and reference invoices across both platforms.  (Usually checked off and activated, but not always.)

  • Add Service box Invoice Numbers to Memo:

If you check off the "Add ServiceBox Invoice Numbers to Memo" box, the invoice numbers from ServiceBox will be added to the memo field of your QuickBooks Online invoices.  (Usually only checked off if the one above is not, never both at the same time.)

This option is useful for companies that prefer to maintain their own invoice numbering system within QuickBooks Online while still referencing the original ServiceBox invoice numbers. By enabling this feature, you can easily cross-reference invoices visually between ServiceBox and QuickBooks Online, ensuring accurate record-keeping and easy identification of invoices.

  • Add ServiceBox Invoice Note:

By checking off the "Add ServiceBox Invoice Note" option, the invoice notes you enter in ServiceBox will be transferred to your QuickBooks Online invoices as well. This feature enables the seamless migration of invoice-related information between ServiceBox and QuickBooks Online. (If you have a note on your invoices normally in your accounting software, this is usually check off.)

Enabling this option ensures that any important notes or additional details you include in your ServiceBox invoices are also reflected in the corresponding invoices within QuickBooks Online.

  • String to Split Item name and description:

To facilitate the import of items from QuickBooks, it is recommended to set up a delimiter that separates the item code and description. 


In QuickBooks, the item number and description are typically stored in separate columns. However, in ServiceBox, we can combine them using a specific format: item number followed by a divider and then the description. Since the dash (-) character is reserved in QuickBooks, we suggest using a space - space format as the delimiter.


By using this delimiter, when you transfer an item from QuickBooks to ServiceBox, the system will insert the designated dash or divider, and vice versa. This ensures that the item code and description remain linked and correctly displayed in both platforms.


  • Do not Check Unpaid Invoices:

Every time connectors runs, it checks for all invoices and tris to validate previous records even if the period is closed, which is very time consuming. By checking this box, we are telling the connector program not to validate previous records.


 


 


After configuring all the settings in the previous tabs, you will notice two additional tabs: "Export to QuickBooks Online" and "Import to QuickBooks Online." These tabs provide the functionality to transfer data between ServiceBox and QuickBooks Online.


The "Export to QuickBooks Online" tab allows you to export data from ServiceBox to QuickBooks Online. You can select the type of data you want to export, such as invoices, customers, or timesheets, and initiate the transfer process.


On the other hand, the "Import to QuickBooks Online" tab enables you to import data from QuickBooks Online into ServiceBox. This is useful if you have made changes or updates in QuickBooks Online and want to synchronize that data with your ServiceBox account.


Both tabs serve as gateways for data exchange between ServiceBox and QuickBooks Online, allowing you to maintain consistency and accuracy across both platforms. 


Import from QuickBooks Online:

To import customers from QuickBooks Online to ServiceBox, follow these steps:

  • Go to the "Import from QuickBooks Online" tab.
  • Locate and click on the "Customers" option, complete the form:
    • Create Contact if Company Name Present: When this option is checked, ServiceBox will automatically create a contact within the system if the customer template in QuickBooks Online includes a company name.
    • Ignore Jobsites: By checking this box, the system will disregard any jobsites associated with the customer in QuickBooks Online during the import process to ServiceBox.
    • Attention Tokens in Address: If the client utilizes "Attention to" or "Attn:" in QuickBooks Online to address specific departments or individuals, it is necessary to define these tokens in the connector.
    • Start and To: This section displays the number of customers currently present in your QuickBooks Online account., If your customer has long list of customers, we need to import them in batches of 100 (1 - 100, 101 - 200)
  • Click 'Import Customer': By clicking this button, a list of your customers will be compiled. You can select all customers by clicking on 'Select All'. If there are specific customers you do not want to import into ServiceBox, you can uncheck them from the selected list.
  • Our custom connector will initiate the process of transferring customer data from QuickBooks Online to ServiceBox.
  • Once the import is complete, the customer information will be synchronized and available in ServiceBox.

 


 


  • To Import Vendors from QuickBooks to ServiceBox: 
    • Click on ‘Import from QuickBooks Online’ tab and click on Vendor 
    • Click on Import Vendors: By clicking this button, a list of your Vendors will be compiled. You can select all vendors by clicking on 'Select All'. If there are specific vendors you do not want to import into ServiceBox, you can uncheck them from the selected list.

 



  • To import materials from QuickBooks to ServiceBox: 
    • Click on ‘Import from QuickBooks Online’ tab and click on Items: It will show total number of items present in your QuickBooks, Click on 'Import Items'
    • You should see this screen, choose ‘material’ from the drop down beside ‘Set Selected to’ 
    • You can select all items by clicking on 'Select All'. If there are specific items you do not want to import into ServiceBox, you can uncheck them from the selected list.

 



The import goes on in the background and it may take a few minutes if there are a lot of items. To check if Materials are imported go to ‘Quote Items’ (Settings -> Quotes-> Quote Items)   


Export to QuickBooks Online:

  • Click on “Export to QuickBooks online” 
  • Click on go to start export process

 

 




 


  • On the following screen, you will have the option to export customers. You can choose to "Select All" in order to export all customers, or you can individually select customers by checking the box next to each customer.
  • Click on "Continue"

 

 



  • On the following screen, you will have the option to export Jobsites. You can choose to "Select All" in order to export all Jobsites, or you can individually select Jobsites by checking the box next to each Jobsite.
  • Click on "Continue"

 

 



You will get the next screen indicating that the export process is completed