About QuickBooks Online Integration with ServiceCore

Welcome to the easiest way to keep your accounting and billing running smoothly! With ServiceCore's integration with QuickBooks Online, you're set for a hassle-free experience that saves you time and effort. Here’s a quick rundown on how it works and what’s new.

Before You Begin

Things to Know:

  • QuickBooks Online Account: Make sure you have one.
  • Permissions: You need to be an Admin or Owner to set up the sync.
  • No Need for Double Duty: Once set up, the sync is automatic – no need to keep both apps open.

Setting it Up:

Before your QuickBooks Online integration with ServiceCore sync is fully set up, there are a few preliminary steps what will occur during your initial ServiceCore onboarding process. These steps include:

  1. Initial Steps: Right after you sign up with ServiceCore, you'll get a dynamic duo on your side: an Implementation Specialist and a Customer Success Engineer. They're your go-to experts for integrating your QuickBooks Online with ServiceCore.
  2. Data Review: Together, we'll schedule a data review call. This isn't just any call; we'll deep dive into your QuickBooks data, ensuring everything's perfectly aligned for a seamless sync.
  3. Connect & Authenticate: Next, you'll connect your QuickBooks Online with ServiceCore. Don't worry; we'll guide you through every step with clear instructions, making it a breeze.
  4. Comprehensive Initial Sync: We'll then perform a thorough import of your QuickBooks data into ServiceCore. This includes everything from customer details to tax rates. Remember, this comprehensive sync is a one-off process to get everything in place.
  5. Initial Import Review: After the initial sync, your Customer Success Engineer will meticulously review your sync logs. They'll hunt down and fix any discrepancies, ensuring your data's in perfect shape.
  6. Detailed Full Export: With your data primed and ready, we proceed with the full export from ServiceCore back to QuickBooks Online, ensuring your records are mirror images of each other.
  7. Full Export Review: Post-export, we'll dive into the sync logs again. This time, we're double-checking that every piece of data has found its way home smoothly, with no errors left behind.
  8. Enabling Per-Item Syncing: With the import and export checks complete, we'll switch on per-item syncing. This is where the magic happens: real-time data flow between ServiceCore and QuickBooks Online for updates or new entries.
  9. Ongoing Sync: Moving forward, all your financial transactions from ServiceCore—like invoices, payments, refunds, and credit memos—will automatically sync to QuickBooks Online. And for the non-financial data (customers, sites, classes, payment terms, and tax codes), it's a two-way street. Create or update info on either platform, and it mirrors on the other—seamlessly.

What Syncs and What Doesn't:

On Initial Import from QuickBooks into ServiceCore

The table below outlines what data syncs from QuickBooks Online to ServiceCore during your initial sync. 

Please note that financial transactions, like payments, invoices, credit memos or refunds made in QuickBooks will not sync to ServiceCore. 

QuickBooks ServiceCore  
Class Class  
Term Payment Term  
Chart of Account Chart of Account We import all account types except NonPosting.
Tax Rate Tax Rate User-generated and System-generated (Automated Sales Tax) tax entities will be imported.
Tax Code Tax Code User-generated and System-generated (Automated Sales Tax) tax entities will be imported.
Tax Agency Tax Agency User-generated and System-generated (Automated Sales Tax) tax entities will be imported.
Service Service  
Customer Customer All sub customers must only be one sub customer deep. Sub customers cannot have sub customers.
Job Site We only import first level jobs. Any jobs nested deeper than one level will not import.

Once Per-Item Syncing is Enabled

After we've set up your account with an initial import and export, and turned on per-item syncing, here's how things will work:

All your non-financial information, like customer details and service info, will keep updating back and forth between ServiceCore and QuickBooks Online, no matter where you add or change them.

But, when it comes to financial stuff like invoices or payments, they will only move one way—from ServiceCore to QuickBooks Online. So, if you enter any financial transactions in QuickBooks Online, just remember they won't show up back in ServiceCore.

If you record invoices, payments, credit memos and refunds in QuickBooks:

  • These will not show up in ServiceCore
  • Customer account balance, status, and aging report amounts will be off
  • ServiceCore will not match the amounts you see in QuickBooks

Whatever transactions you do in QuickBooks stay in QuickBooks!

 

Import and Export

After per-item syncing is enabled, the data below imports into ServiceCore from QuickBooks Online. This data also exports out of ServiceCore to QuickBooks Online.

QuickBooks ServiceCore  
Class Class  
Term Payment Term  
Accounts Accounts  
Item Sales Tax Tax Rate  
Item Sales Tax Group Tax Code  
Sales Tax Vendor Sales Tax Agency  
Service Service  
Customer Customer In QuickBooks Online, Customers share namespace with Employees and Vendors. None can be named the same.
Job Site We only import first level jobs. Any jobs nested deeper than one level will not import.

 

Export Only

The data below only exports from ServiceCore to QuickBooks Online after per-item syncing has been enabled.

ServiceCore QuickBooks  
Invoice Invoice  
Credit Memo Credit Memo Applied Credit Memos in ServiceCore currently do not export as applied to an invoice. You will have to apply them manually in QuickBooks Online.
Payment Payment  
Refund Refund   

 

What Does Not Sync

The table below outlines what data does not sync back and forth (to and from) QuickBooks Online and ServiceCore during your initial sync and afterwards. If this data were to sync, it would cause your QuickBooks Online sync to fail.

  QuickBooks   X   ServiceCore    
  Services   X   Deactivated Services   Invoices that use deactivated or deleted services will fail to sync.
  Payments   X   Deleted Payments Payments that are deleted from within ServiceCore will not sync to QuickBooks and will not be deleted from QuickBooks.
  "P.O. Number" on Payments   X   N/A   Payments do not have P.O Numbers in ServiceCore, so these will not sync to QuickBooks Online.
  "Job Name" on Payments   X   N/A Payments do not have Job Names in ServiceCore, so these will not sync to QuickBooks Online.
  Journal Entries   X   N/A   Journal Entries are not currently supported by the QuickBooks Online sync with ServiceCore
  Checks   X   N/A ServiceCore only allows transaction types of "Invoice" and "Credit Memo". Transactions with a type of "Check" in QuickBooks are not imported into ServiceCore and will not sync.
               

 

Sync Frequency

Here are a few things to know about the frequency of the sync between ServiceCore and QuickBooks online:

  • The sync happens in real-time, so there's no daily setup needed.
  • You won't have to worry about manually updating either platform for synced items.

Sync Settings

Here are some important things to know about sync settings between ServiceCore and QuickBooks Online:

  Name   Description   Default 
  Use Site Shipping Address   Sites in ServiceCore are allowed to have one address field. This address is meant to be the physical address of the site. In QuickBooks Online this is the Site Shipping Address. In ServiceCore this is the Site Address.
  • If this setting is Enabled, we will import the QuickBooks Site Shipping Address into ServiceCore as the Site Address
  • If this setting is Disabled, we will instead import the QuickBooks Site Billing Address into ServiceCore as the Site Address
  Enabled
  Name on Line One of Site Address   All of your Site Addresses must be in one of two Address Formats shown below.
  • If this setting is Enabled, we will assume all sites are in Format 1
  • If this setting is Disabled, we will assume all site addresses are in Format 2

We support either format. You must choose one format and 100% of your sites will have to be in that format for the sync to work properly.

  Enabled
  Name on Line One of Customer Address   All of your Customer Addresses must be in one of two Address Formats shown below.
  • If this setting is Enabled, we will assume all sites are in Format 1
  • If this setting is Disabled, we will assume all site addresses are in Format 2

We support either format. You must choose one format and 100% of your sites will have to be in that format for the sync to work properly.

  Enabled
           

 

Address Formats

There are two types of address formats supported by ServiceCore depending on whether the Name on Line One of Site Address settings above are enabled or disabled.

Here are examples of both address formats:

Format 1

If name is on line one, we will assume all site addresses and customer addresses use the format below (Format 1). In this case, the name on line one of site address and customer address settings will be Enabled.

  Description   Example
  Line 1     Customer Name     Line 1     ServiceCore
  Line 2   Street Address     Line 2   405 Urban Street  
  Line 3   Secondary Address     Line 3   Suite 120
  Line 4   <Not Used by ServiceCore>       Line 4  
  Line 5   <Not Used by ServiceCore>     Line 5  

 

Format 2

If name is not on line one, we will assume all site addresses and customer addresses use the format below (Format 2). In this case, the name on line one of site address and customer address settings will be Disabled.

  Description   Example
  Line 1     Street Address     Line 1     405 Urban Street  
  Line 2   Secondary Address     Line 2   Suite 120
  Line 3   <Not Used by ServiceCore>       Line 3  
  Line 4   <Not Used by ServiceCore>     Line 4  
  Line 5   <Not Used by ServiceCore>     Line 5  

 

What if I am unsure which format I use?

If you are unsure what format your addresses use, we will review this together with you during your initial ServiceCore onboarding process.

 

Acceptable characters

QuickBooks Online has restrictions on which special characters can be used in their system, and used in the sync to their system. Below is a list of accepted characters from QuickBooks Online. The full article is linked here: Acceptable characters in QuickBooks Online

If you use a character not on this list, it is likely the record using the invalid character will not sync from ServiceCore into QuickBooks. The only special characters that will sync to QuickBooks Online are in the list below.

Here is a list of accepted characters:

  • Alpha-numeric:  A-Z, a-z, 0-9
  • Comma:   ,
  • Dot or period:   .
  • Question mark:   ?
  • At symbol:   @
  • Ampersand:   &
  • Exclamation point:   !
  • Number/pound sign:   #
  • Single quote:   '
  • Tilde:   ~
  • Asterisk:   *
  • Space: ( )
  • Underscore:   _
  • Minus sign/hyphen:   -
  • Semi-colon:   ;
  • Plus sign:   +

 

FAQs

Below are frequently asked questions about QuickBooks Online integration.

After the initial full sync, how far back in time does the sync go?

The full initial sync is for all QuickBooks online data ever (from the beginning of time). There is no setting yet that allows QuickBooks Online users to have their sync data start from a specific date. If you have QuickBooks data from 2001, 2007, 2019, etc., your sync will include all of that information, including any data you have in your QuickBooks account through today.

Does the sync utilize dates of the transaction? Meaning, if I fix today a transaction dated 6/1/19, does the system sync that?

Yes. Updates to transactions are synced upon saving and will sync to your QuickBooks account immediately.

Does the sync rules apply equally to payments and invoices?

For specific rules, please see the What Syncs section above and the What Does Not Sync section above for specific information about these rules.

If I delete invoices in ServiceCore and not in QuickBooks, what will happen?

If you only delete invoices from ServiceCore, those invoices will still appear in QuickBooks Online.

Why doesn't the sync import accounting transactions from QuickBooks back into ServiceCore?

Learn why in this article: QuickBooks Online Automated Sales Tax.

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