How invoice details map from Workiz to QuickBooks

  • Updated

In this article, you will learn how data is mapped when syncing invoices from Workiz to QuickBooks.

Here is a quick overview of what is and is not synced when sending invoices to QuickBooks.

  What will sync   What will not sync
  • Client information (e.g., name, contact, address, etc.)
  • Invoice ID
  • Due dates
  • Line items
  • Service fees
  • Payments
  • Subtotals *
  • Tips *
  • Discounts *
  • Service fees *

* See table below
  • Notes
  • Signatures
  • Attachments
  • Payment terms (e.g., net 15, 30, etc.)
  • Item cost
  • Labor cost

For more information on how Workiz invoice data appears in QuickBooks, please see the following table:

Workiz field QuickBooks  field Notes
Client name Client name  
Invoice ID Invoice no

When invoices are synced from Workiz to QuickBooks, they’re assigned a new invoice number that includes the original Workiz ID. For example, Invoice ID 100 in Workiz may appear in QuickBooks as SAJ100_SKOT.

This format is system-generated and cannot be changed. It helps prevent duplicate invoices from being created in QuickBooks.
Billing address Bill to  
Service address Ship to  
Invoice date (creation) Invoice date  
Due date Due date  
Items Product/ service

Please be aware of the following:

  • Flat rate groups will appear as itemized products and services
  • Products and services are synced with matching quantities, rates, amounts, and tax settings
  • Discounts may cause differences in how certain data appears in QuickBooks:
    • Descriptions: Updated to reflect the applied discount for each affected item
    • Rates and amounts: Adjusted at the item level to reflect the discounted values
Balance Balance due  
Payment Payment Payments are synced as individual records in QuickBooks and are automatically linked to the invoice they were applied to.
Payment type Payment method Payment method is synced to the individual payment itself, with each payment reflecting the correct payment type applied in Workiz (e.g., cash, consumer financing, etc.).
Subtotal Subtotal

In Workiz, the subtotal is calculated using the original item prices before any discounts, tips, or service fees are applied.

In QuickBooks, the subtotal reflects the final line items after syncing. This means tips and service fees are added as additional line items, and any discounts are applied directly to each affected item. As a result, the subtotal in QuickBooks may differ from Workiz because it includes these adjustments.
Tax  Sales tax The total tax applied to all taxable items, calculated using the assigned tax rate. 
Tax rate Sales tax rate The tax rate being applied (e.g., San Diego - 7.5%).
Discount Product/service description

Discounts are applied to individual products/services and not at the invoice level. This means that the discount field in QuickBooks will always be blank, and discounts will instead be reflected within the description of all affected items. 

 Discounts may cause differences in how certain data appears in QuickBooks:

  • Descriptions: Updated to reflect the applied discount for each affected item
  • Rates and amounts: Adjusted at the item level to reflect the discounted values
Tips Product/service Tips appear as a service-type line item in the product/service table, labeled "Workiz tip." Tips do not include a quantity or rate. 
Service fee Product/service Service fees appear as a service-type line item in the product/service table, labeled "Workiz Service Fee." This refers to the additional charges you included for your client to pay, not the processing fee that your business pays to use Workiz Pay. 
Class Class Additional fields (classes) may be synced to QuickBooks if set up accordingly in Workiz. To learn more about setting up class syncing, please see this article.

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