Mapping Workiz job data to QuickBooks Online classes

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In this article, you will learn how to sync service area or custom field information from Workiz jobs to QuickBooks Online.

When syncing invoices from Workiz to QuickBooks Online, Workiz will automatically sync basic information such as the client’s name, contact information, and invoice details. But you may also have other job-related information that you want to share with and track in QuickBooks.

With the QuickBooks integration, you can sync an extra job field — such as the relevant service area or one of your dropdown custom fields — using class tracking. This will allow you to categorize transactions and track financial data from Workiz in QuickBooks.

In order to sync service area or custom field data to QuickBooks, you will first need to enable the relevant add-ons:

How to sync extra job information to QuickBooks Online

Enabling class tracking in QuickBooks

Class tracking is not be available on all QuickBooks Online subscriptions.

If you aren't seeing the option to enable class tracking in QuickBooks Online, you may need to upgrade your QuickBooks subscription.

  1. From QuickBooks, select the profile/gear icon > Account and settings
  2. Select Advanced
  3. Select the Categories section
  4. Turn the Track classes toggle switch on
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  5. Check the box for Warn me when a transaction isn’t assigned as a class
  6. Under Assign classes, select One to entire transaction
  7. Select Save and Done

Enabling class tracking in Workiz

Before activating class tracking in Workiz, you must first enable it in QuickBooks Online. Failing to enable it in QuickBooks first will result in a persistent "fetching" status in Workiz.

  1. From the navigation bar, select the profile/gear icon > Settings
  2. Under Integrations, select QuickBooks integration
  3. From the QuickBooks settings tab, check the box for Sync extra job field
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  4. Choose the field you want to sync to QuickBooks Online (e.g., service area, job type, job source, or custom field)

    This list will only display your dropdown custom fields. All other custom field types will not be displayed.

What you’ll see in QuickBooks

After setting up your job field sync, that data will be mapped to an invoice’s class field in QuickBooks.

The extra job field you mapped to QuickBooks will only appear on job-related invoices.

Because custom fields and service areas do not apply to standalone invoices in Workiz, a class cannot be defined in QuickBooks for these documents.

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Reporting in QuickBooks

Mapping an additional Workiz job field to a QuickBooks class will allow you to run reports based on that class field. To learn more about the reports you can run, please see this article.

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