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

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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

mceclip0.pngFigure 1: Settings page (click to enlarge)

SET WHETHER INVOICES SHOULD BE SYNCED

  • Controls whether invoices should be processed into QuickBooks Online automatically
    • Sync invoices: This is the default setting. The app will make a call to Autotask to see what invoices are available for transfer based on the invoice numbering settings at regular intervals.
    • Do not sync invoices: "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 to Do not sync invoices.

SET WHETHER PAYMENTS SHOULD BE SYNCED

  • Controls whether payments should be processed into Autotask automatically.
    • Sync payments - default setting: the integration periodically checks whether payments against invoices have been made and, if so, processes them to Autotask. This option is the preferred workflow 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 transfers to Autotask.
    • Do not sync payments: "pauses" the automatic processing of payments from QuickBooks Online to Autotask.
      • Keep in mind that the integration does not process payments into Autotask when 'sync payments' is turned off. Payments made when "Sync payments" is turned off, or when the user account is locked, will be missed and the integration does not check back for missed payments.
      • For example, 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 came across during those 14 days. It does not check for, or process, any invoice payments that came across earlier than March 8, that is, from March 1 through March 7.

QUICKBOOKS ONLINE VERSION

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

INVOICE NUMBERING OPTION

  • Select the method that QuickBooks Online should use to number invoices (see screenshot below).
    • Let QuickBooks auto-generate an invoice number: This is the default setting. The invoice number field in Autotask will be blank at the time of invoice creation. Once the invoice has successfully synced to QuickBooks, the QuickBooks invoice number will populate in that field.
      • NOTE: for this setting to work correctly, you MUST have invoice numbering disabled in Autotask.
    • 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 QuickBooks.
    • Use the Autotask Invoice ID: The invoice ID for the invoice in Autotask will be the invoice number on the invoice once transferred to QuickBooks.

mceclip1.pngFigure 2: Invoice options (click to enlarge)

AUTOTASK FIELD USED TO MATCH ITEMS IN QUICKBOOKS

  • Select the field in Autotask 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 must match the name of the item in Quickbooks in order 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 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.

image.pngFigure 3: Billing Code Page (click to enlarge)

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 create under the income account specified in the next setting.
    • Use default QuickBooks item named "Autotask:" If the item on the Autotask invoice does not exist in QuickBooks, it will assign 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 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 to which QuickBooks online should assign new items created in QuickBooks Online.
  • NOTE: This only applies to item creation. This account can be changed once the item is created.

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.

CHOOSE THE DEFAULT CLASS (IF ANY) THAT YOU WANT TO USE FOR YOUR INVOICES. (TRANSACTION LEVEL TRACKING ONLY)

  • You must use transaction-level class tracking to track invoices by QuickBooks Online classes. The integration cannot use row-level tracking.
  • If you have configured transaction-level Classes in QuickBooks online, specify the class to which all invoices will be assigned.

CHOOSE THE DATE FORMAT FOR FROM/TO DATES ON THE INVOICE.

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

USE A BLENDED RATE CALCULATION

  • Unchecked by default. You may want to use this feature if you use pre-paid billing features in Autotask.
    • QuickBooks uses the Autotask 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 check box if you want the integration to recalculate the rate for QuickBooks Online, so the totals match.

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 invoice. To hide this data on the invoice, leaving the customer message field empty, select this check box.
  • 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). They would need to clear that date range each time if they do not want to uncheck this setting and do not want the date range to show, they will need to clear this field.

SUPPRESS WARNINGS ABOUT SMALL ROUNDING DIFFERENCES

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

THE INVOICE SHIPPING ADDRESS TO BE USED FOR QUICKBOOKS AUTOMATED SALES TAX CALCULATIONS

  • Applies only to US QuickBooks 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.
  • Note: If an invoice has items that belong to multiple lines of business, it will be ignored.

Line of business mapping

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

​For the additional tools section, see how to use additional tools article. 


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