Before you start using the QuickBooks Online (QBO) integration, we recommend reviewing the QBO integration settings and updating them to align with your accounting practices.
The default settings work fine, so you don't have to update them now. You can update them whenever you like. The link to the Settings page appears in the modal whenever you push an estimate, purchase order, or invoice to QBO.
You can access the QBO settings under "Settings > Integration > Manage Integrations" in the left navigation menu. Click the "Settings" button in the QBO tile.
QBO settings are categorized as follows:
Cloud | QBO |
Item | Item Format and Item Defaults |
Project | Estimate |
Invoice | Invoice |
Item Format
Here, you can define up to three fields of Cloud items that should be pushed to QBO when you import or add Cloud items to QBO. Additionally, you can also specify their maximum character lengths.
For example, the First field = Brand, and the Second field = Model number.
Item Defaults
Here, you can set your default accounts for the Inventory, Non-Inventory, and Service items that will be created in QBO.
The following image shows the default settings. You can change them as needed.
Estimate
Here, you define the settings for QBO estimates created from Cloud projects. There are settings to specify whether to export items, aggregate items, and whether to use the QBO estimate or the Cloud project number in both QBO and Cloud.
Invoice
Here, you define the following settings for Cloud invoices pushed to QBO as invoices:
The option to show the short description of the item on Cloud on the QBO invoice.
The option to show taxable and non-taxable totals as different line items on the QBO invoice.
The option to assign the customer to the QBO invoice if an estimate for the project was pushed to QBO.
The option to automatically mark the invoice on Cloud as "Paid" when the relevant invoice in QBO is marked as "Paid."
The options to transfer the text from the text fields on the Cloud invoice to the QBO invoice.
The names of truck toll fees and drive time fees that should be shown on the invoices.
You will also see distinct tiles to enable D-Tools Payments automation features if you are using the D-Tools Payments functionality to collect payments.
Check out this collection of articles for more details.