In this article, you will learn how to configure your QuickBooks Online integration in Workiz.
After you connect your Workiz account to your QuickBooks Online account and complete the initial sync, Workiz provides a settings page where you can configure your integration.
To configure your QuickBooks Online integration, you first need to enable the integration from the Feature Center. To learn more about enabling the integration, please see this article.
Accessing the QuickBooks Online settings page
- From the navigation bar, select the profile icon > Settings
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Under Integrations, select QuickBooks integration
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From the QuickBooks integration page, select the Settings tab
This settings page is only available for QuickBooks Online integrations.
QuickBooks Online integration settings
Workiz provides several settings you can enable to configure your QuickBooks Online integration to meet your business's needs.
Enabling any of the settings below only applies to future resources in Workiz (e.g., future invoices, clients, and payments).
Sync invoices when created
Rather than automatically syncing invoices once they are paid in full, you can sync invoices as soon as they are created in Workiz.
Syncing invoices upon creation is only available to Workiz Pay users. To learn more about signing up for Workiz Pay, please see this article.
Sync invoices once they are paid in full
This setting saves you time by automatically syncing your Workiz invoices to QuickBooks Online once each invoice has been paid in full.
If you prefer to sync your invoices manually, keep this setting unchecked. To learn more about manually syncing invoices, please see this article.
QuickBooks invoice numbering
Choose how your Workiz invoice IDs appear in QuickBooks:
- Match invoice IDs when possible: Invoices sync with the same ID they have in Workiz (e.g., Workiz Invoice 10 → QuickBooks Invoice 10). If that number is already taken in QuickBooks, Workiz automatically adds a unique identifier so the invoice still syncs.
- Always generate unique invoice IDs: Every invoice syncs with a prefix and unique identifier (e.g., Workiz Invoice 10 → QuickBooks Invoice SAJ10_[unique identifier]), which prevents all ID-related syncing conflicts.
To learn more about this setting, please see this article.
Resolve future client conflicts
QuickBooks does not allow duplicate clients, and it requires every synced invoice to be associated with a client. If two clients in your Workiz account share the same name, QuickBooks rejects the duplicate client and prevents any associated invoices from syncing.
This setting resolves the issue automatically by adding a differentiator to clients who share the same name (e.g., John Soto, John Soto - 2), so their invoices can sync.
If you prefer to resolve duplicate clients manually, keep this setting unchecked.
Sync all payments
This setting automatically syncs all Workiz payments with QuickBooks, no matter how you collect them. Whether you collect a deposit on an estimate or a payment directly on a job or invoice, the payment syncs to the right job in QuickBooks.
If you collect a deposit on an estimate for a future job, the payment has a status of "Unapplied" in QuickBooks until the job takes place. Once the job is completed, the deposit syncs to the job and its status changes from "Unapplied" to "Closed."
To learn more about this setting, please see this article.
Sync Workiz Pay payouts to QuickBooks
When you process credit card payments with Workiz Pay, payouts arrive in your business bank account in batches. If you complete multiple jobs and process multiple payments in a single day, one payout can include payments from several transactions.
This can make reconciling your QuickBooks Online account time-consuming, since QuickBooks requires funds to be tied to specific transactions. This setting does that work automatically, matching your QuickBooks records to the individual transactions processed in Workiz Pay and saving you time and accounting fees.
To learn more about this setting, please see this article.
Sync extra job field
When syncing invoices to QuickBooks Online, Workiz automatically syncs basic information such as the client's name, contact information, and invoice details. This setting lets you also sync an extra job field, such as the service area or a custom field, so you can track that information in QuickBooks.
To learn more about syncing additional job fields to QuickBooks, please see this article.