Connecting QuickBooks Online

Send invoices to QuickBooks and keep payments matched in both places

QuickBooks Online connects ServiceEnvoy to your company's QuickBooks Online books. Invoices you send from a ticket are created in QuickBooks and emailed to your client by QuickBooks, and payments stay matched in both places.

What you need

• Service Company Employer: QuickBooks Online is included.

• Service Company: add the QuickBooks Online add-on, $29/mo. Your company's Owner adds it under Subscription & Plan → Add-Ons.

• A QuickBooks Online subscription of your own. QuickBooks Desktop can't connect. Any QuickBooks Online plan works; Simple Start allows only one QuickBooks user, so choose a larger plan if several people work in your books.

Who can do what

• Connecting and disconnecting QuickBooks: only your company's Owner. This decides whose books ServiceEnvoy can write to, so nobody else can change it.

• Everyday work (sending invoices to QuickBooks, linking clients to QuickBooks customers, applying payments): anyone whose role can manage invoices.

Connecting

1. Open Admin → QuickBooks Online.

2. Click Connect QuickBooks Online. QuickBooks opens in the same window.

3. Sign in to QuickBooks, choose your company if you have more than one, and click Connect.

4. You come back to ServiceEnvoy and the page reads Connected to QuickBooks Online.

You don't create any keys or developer accounts. You are only giving ServiceEnvoy permission to work in your books, and you can take it back at any time.

QuickBooks asks you to sign in again about every 100 days. The page shows the date, and a Re-authorize button appears when it's due.

Setting up your clients

Do this once for each client you invoice. Open the client and go to the Invoicing tab.

1. Link the QuickBooks customer. In the QuickBooks Customer box, type at least two letters under Search existing QBO customers and pick the match. If the client isn't in QuickBooks yet, click Create in QuickBooks to add it there under its legal name.

2. Pick the default items. Under Default QBO Item Codes, choose the QuickBooks items for Labor Item Code, Travel Pay Item Code and Parts / Materials Item Code. Invoices for this client start with these items.

A single rate can bill as a different item: edit the rate and set its QBO Item Code and Travel Pay QBO Item Code. Those win over the client's defaults on that rate's visits.

Your items come straight from QuickBooks, so set up your labor, travel and parts items in QuickBooks first if you don't have them yet.

Sending an invoice

Open the ticket's invoice as usual. With QuickBooks connected, the item list comes from QuickBooks, and sending the invoice creates it in QuickBooks, which then emails it to your client. ServiceEnvoy marks it sent only once QuickBooks confirms it sent the email.

If the client isn't linked to a QuickBooks customer yet, the invoice window asks you to link it first.

Payments

Payments made in QuickBooks are read into Receive Payments every night, and payments you record in ServiceEnvoy are saved in QuickBooks too. See Receiving Client Payments for the details.

QuickBooks Online also adds two tabs to Receive Payments:

• Email Payment Queue: ServiceEnvoy reads your clients' remittance emails, matches their lines to your open QuickBooks invoices, and you apply the payment with one click after checking it.

• Platform Payment Imports: upload a payment file from a work platform (Field Nation, Work Market) and apply its payments in QuickBooks.

Setting up the Email Payment Queue

1. Open Receive Payments → Email Payment Queue and click Settings & Rules.

2. Turn on Payment email intake. Your company's forwarding address appears; copy it.

3. In your email, forward remittances to that address, either by hand or with an automatic forwarding rule on your accounting mailbox.

4. Add a rule for each client that pays you: give it a name, set Field to From, enter the client's accounts-payable email address as the value, and pick the Client. Optionally pick where the payment is deposited in Deposit to.

Remittances that don't match a rule still arrive in the queue; you pick the client by hand.

Disconnecting

The Owner can click Disconnect on Admin → QuickBooks Online. ServiceEnvoy's access is removed in QuickBooks as well. Invoices and payments already in QuickBooks stay there.

If the add-on ends, or you move from Service Company Employer to Service Company without adding it, the QuickBooks features turn off and the nightly payment check stops. Nothing already in QuickBooks is changed.