Configuring your QuickBooks Online integration

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In this article, you will learn how to configure your QuickBooks Online integration in Workiz.

After connecting your Workiz account to your QuickBooks Online account and completing the initial sync, you will be provided with a settings page in Workiz where you can configure your integration.

In order to configure your QuickBooks Online integration, you will first need to enable the integration from the Feature Center/Marketplace.

To learn more about enabling the integration, please see this article.

To access the QuickBooks Online settings page:

  1. From the navigation bar, select the profile/gear icon > Settings
  2. Under Integrations, select QuickBooks integration
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  3. 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 you with several settings you can enable to configure your QuickBooks Online integration to meet your business’s needs.

Enabling any one of the settings below will only apply to future resources in Workiz (e.g., future invoices, clients, payments, etc.).

  • Sync invoices when created

    Rather than automatically syncing invoices once they are paid in full, you can first sync those invoices when they are created in Workiz.

  • Sync invoices once they are paid in full

    Designed to save you time and effort, this setting allows Workiz to automatically sync your Workiz invoices to QuickBooks Online once the invoice has been paid in full.

    Workiz also provides the option to sync your invoices manually. If you prefer to sync your invoices manually, keep this setting unchecked. To learn more about manually syncing invoices in Workiz, please see this article.

  • Sync invoices from QuickBooks

    By default, the QuickBooks Online integration will only sync invoices in one direction: from Workiz to QuickBooks. With this setting, you can sync invoices in the other direction as well: from QuickBooks to Workiz.

    Workiz will only be able to sync invoices at the point of creation. It will sync future payments made directly to an invoice, but detail-related changes (e.g., edits to the billing address, terms, line items, etc.) will not be captured. To learn more about syncing invoices from QuickBooks, please see this article.

  • Resolve future client conflicts

    Designed to prevent common errors while syncing Workiz to QuickBooks, this setting automatically resolves for clients who share the same name on your Workiz account.
    QuickBooks does not allow for duplicate clients to exist, requiring you to differentiate between two clients with the same name.

    When syncing an invoice from Workiz to QuickBooks, QuickBooks requires a client to be associated with that invoice. But because QuickBooks does not allow for duplicate clients to exist, QuickBooks will reject the duplicate client and prevent any associated invoice from syncing.

    This setting will resolve this potential issue by automatically adding a differentiator to clients who share the same name (e.g., John Soto, John Soto - 2), ultimately allowing invoices to be synced.

    You may also leave this setting unchecked and manually resolve duplicate clients.

  • Sync all payments

    Designed to integrate all of the different ways in which your field service business collects money using Workiz, this setting allows you to automatically sync all Workiz payments with QuickBooks.
    Whether you collect a deposit on an estimate, or a payment made directly to a job or invoice in Workiz, this setting will automatically sync it to the right job in QuickBooks.

    If you collect a deposit for an estimate related to a job that will take place in the future, that payment will have a status of "Unapplied" in QuickBooks until the job takes place.

    Once the job is completed, the deposit will be synced to the job, with the status changing from "Unapplied" to "Closed."

    To learn more about this setting, please see this article.

  • Sync Workiz Pay payouts to QuickBooks

    When processing credit card payments with Workiz Pay, you’ll notice that the payouts you receive to your business bank account come in batches. If you’re completing multiple jobs and processing multiple payments in a single day, this means a single payout could include payments from various transactions.

    This may make it difficult and time consuming to reconcile your QuickBooks Online account, which requires funds to be tied to specific transactions. When reconciling, you’re making sure that the records you’re keeping in QuickBooks match the individual transactions processed in Workiz Pay.

    With the QuickBooks Online integration in Workiz, you can now do all of this automatically, saving you lots of time and money in accounting fees.

    To learn more about this setting, please see this article.

  • Sync extra job field

    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.
    This setting allows you to also sync an extra job field, such as the relevant service area or custom field.

    To learn more about syncing additional job fields to QuickBooks, please see this article.

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