Datto Autotask PSA: Settings for Autotask Invoices to QuickBooks Online app

Follow

Topic

This article describes the Autotask sync configuration options available from the Settings page of the QuickBooks Online application.

Environment

  • Datto Autotask PSA
  • QuickBooks Online

Description

General Invoice Settings

QuickBooks Online version

  • Select the version of QuickBooks Online that you are using. This selection will affect how taxes are handled.

Invoice sync status

  • Controls whether invoices are processed into QuickBooks Online automatically
    • Sync invoices: This is the default setting. The app will make a call to Autotask PSA to see what invoices are available for transfer based on the invoice numbering settings at regular intervals.
    • Do not sync invoices: This setting pauses the sync. The integration does not check for invoices ready for billing, and no invoices are processed into QuickBooks Online. Select this setting before using the Sync Invoices Now tool.
    • Sync next batch of invoices and then turn off sync: Integration waits until one or more invoices are available to sync, runs the sync for the available invoices, and then changes this setting back to Do not sync invoices.

Email invoices automatically

  • When this setting is enabled, QuickBooks will automatically email the invoices
    as soon as they are transferred if one of the below options apply:
    • If the customer is already set up in QuickBooks (does not need to be created along with the invoice), QuickBooks will use the customer's billing email
    • If the customer is not yet set up in QuickBooks or does not have a billing email address, QuickBooks will use the email of the primary customer contact in Autotask PSA
    • If no billing address can be determined, the invoice is created, but will not be emailed
  • This setting applies to all new invoices going forward. If an email address is available for some customers and not others, there is no option to mail invoices to just certain customers

Calendar days in the past to look for unsynced Autotask invoices

  • Enter the number of calendar days that QuickBooks Online should go into the past to retrieve unsynced invoices.

Invoice numbering option

  • Select the method that QuickBooks Online should use to number invoices.
    • Let QuickBooks auto-generate an invoice number: This is the default setting. The invoice number field in Autotask PSA will be blank at the time of invoice creation. Once the invoice has successfully synced to QuickBooks Online, the QuickBooks invoice number populates in that field. For this setting to work correctly, you must have invoice numbering disabled in Autotask PSA.
    • Use the invoice number in Autotask if available: The invoice number assigned to the invoice in Autotask will be the invoice number on the invoice once transferred to QBO.
    • Use the Autotask Invoice ID: The invoice ID for the invoice in Autotask PSA will be the invoice number on the invoice once transferred to QBO.

Invoice item-related settings

QuickBooks and Autotask multi-currency

  • Indicates whether multi-currency is enabled for the integration. Multi-currency must be enabled in Autotask PSA through a professional services request.

Autotask billing field used to match items in QuickBooks

  • Select the field in Autotask PSA that QuickBooks Online should use to match the product or service name in QuickBooks Online for invoice creation. At initial synchronization, an email report with the results of the match will be sent to your designated QuickBooks Online mailbox. The names between the billing code in Autotask PSA must match the name of the item in QuickBooks for them to map to each other.
    • The Billing Code Name: Items on an invoice would match the item in QuickBooks based on the name of Billing Code for the item in AT. For example, a labor entry on an invoice used the billing code "After Hours." Upon transfer, the invoice would only match if the corresponding item in QuickBooks was also named "After Hours." "After-Hours" would not match.
    • The Billing Code External Number: The External Number field on a Billing Code in Autotask PSA is an optional field. If this option is selected and the External Number field is populated on the Billing Code, QuickBooks will look at that and attempt to match the External Number field back to an item in QuickBooks.
    • Use the Billing Code External Number but use the Billing Code Name if External Number is blank: QuickBooks will first look to see if the External number is populated and will attempt to match back to an item in QuickBooks. If the External Number is blank, it will look at the Billing Code Name.
  • Use the utility "Compare Billing Codes and Items" to generate the comparison report of Billing Codes to QuickBooks Online items before you begin syncing so you can make adjustments as needed.

If an item Is missing In QuickBooks

  • Select which option QuickBooks Online should use when creating an invoice where the billing item does not already exist in QuickBooks Online.
    • Create the item in QuickBooks: If the item on the invoice does not exist in QuickBooks, it will be created under the income account specified in the following setting.
    • Use default QuickBooks item named "Autotask:" If the item on the Autotask PSA invoice does not exist in QuickBooks, it will be assigned to a default item called Autotask in QuickBooks.
      • The following error will be received if they have this option selected, but do not have the item Autotask PSA created in their QuickBooks: "Reason: That default item 'Autotask' does not exist in QuickBooks Online."
    • Error - Do not create the invoice: The invoice transferring will error and will not be created.

When new QuickBooks items are created, this is the income account they should use.

  • Select the income account that QuickBooks should assign new items to.
  • This setting only applies to item creation. This account can be changed once the item is created.

Payment Settings

Mark synced invoices as payable by credit card/ACH

  • If checked, the invoice in QuickBooks Online once transferred from Autotask PSA will have the option to be payable by credit card or ACH (if it is configured in your QuickBooks).
  • If either setting is enabled, it will apply to all invoices. If there are invoices that are exceptions, they must be manually updated individually in QuickBooks once transferred.

Set whether payments should be synced

  • Controls whether payments should be processed into Autotask PSA automatically.
    • Sync payments - default setting: The integration periodically checks whether payments against invoices have been made and, if so, processes them to Autotask PSA. The default setting is the preferred option in most cases.
      • If a single payment is applied to multiple invoices in QuickBooks, it may not be explicitly associated with a single invoice number. If the integration cannot match a payment to a single invoice number, no payment data is transferred to Autotask PSA.
      • The integration does not process payments into Autotask PSA when 'sync payments' is turned off. Payments made when "Sync payments" is turned off, or when the user account is locked, will be missed. For example, if the "Sync payments" feature is turned off for 21 days, from March 1 through March 21. When you turn it on again, the integration checks back 14 days into the past (as specified in the "Calendar days in the past..." setting), that is, from March 21 back through March 8. It processes any invoice payments that occurred during those 14 days. It does not check for, or process, any invoice payments that came across earlier than March 8.
    • Do not sync payments: This setting pauses the automatic processing of payments from QuickBooks Online to Autotask PSA.

Other Sync Settings

Choose the default class (if any) that you want to use for your invoices (Transaction level tracking only)

  • You must use invoice-level class tracking to track invoices by QuickBooks Online classes. The integration cannot use row-level tracking because QuickBooks Online does not support grouped billing items.
  • The class specified here will apply to any invoice that has not been assigned to another class, either manually or via mapping to Autotask PSA Lines of Business.

Choose the date format for From/To dates on the invoice

  • Select which format to apply to from/to dates on the invoice.

Leave the customer message field on the invoice empty

  • By default, the customer message field on the QuickBooks Online invoice contains a date range and other miscellaneous items, depending on the Autotask PSA invoice. To hide this data on the invoice and leave the customer message field empty, select this checkbox.
  • The date range that populates in this field comes from the Invoice Date Range From and Invoice Date Range To (either in the invoice wizard or under process invoices). You would need to clear that date range each time.  If you do not want to uncheck this setting and do not want the date range to show, you should clear this field.

Suppress warnings about small rounding differences

  • Select this checkbox to ignore minor discrepancies (+ or - $0.01) between the QuickBooks Online invoice totals and the totals in Autotask PSA. These insignificant differences are caused by small decimal-accuracy rounding differences between the way that QuickBooks and Autotask PSA calculate their totals. You will not receive an email, and the error will not be noted in a log. Any more significant differences in invoice totals will be treated as error, triggering an email and a log entry.

Use a blended rate calculation

  • Unchecked by default. You may want to use this feature if you use pre-paid billing features in Autotask PSA
    • QuickBooks uses the Autotask PSA billing item rate calculation "Qty x Rate". There are times, typically when pre-paid items are included, that the "Qty X Rate" calculation differs from Item Total. Select this checkbox if you want the integration to recalculate the rate for QuickBooks Online so that the totals match.

QuickBooks Automated Sales Tax (US customers only)

The invoice shipping address to be used for QuickBooks automated sales tax calculations

  • Applies only to US QBO accounts that are using Automated Sales Tax (AST) calculations
  • Select the address that QuickBooks Online will use as the invoice shipping address when generating invoices. The shipping address location is used when AST calculates sales tax based on destination taxation
  • Currently, this is a global setting; it cannot be set at the Company level. Refer to Invoice shipping address setting for automated sales tax calculation. More information is available for this setting when you Save settings and review the settings page, including a link to information from Intuit

Autotask Lines of Business

Autotask line of business sync behavior

  • Determines sync behavior if the line of business is used in Autotask PSA
  • If you opt to sync & map specific line(s) of business, and an invoice has items that belong to multiple lines of business, it will be ignored
     

Line of business mapping

  • Map Autotask PSA lines of business to QuickBooks Classes. You can sync up to 10 lines of business.

Additional resources


Was this article helpful?

0 out of 0 found this helpful

You must sign in before voting on this article.

Want to talk about it? Have a feature request?

Head on over to our Community Forum or get live help.

For more Business Management resources, see the Datto RMM Online Help and the Autotask PSA Online Help .

Datto Homepage