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

  • 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 Autotask PSA handles taxes.

Invoice sync status

  • This setting controls whether Autotask PSA should automatically process invoices into QuickBooks Online.
    • 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 Autotask PSA does not process invoices 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 you enable this setting, QuickBooks will automatically email the invoices
    as soon as the transfer occurs, 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, Autotask creates the invoice, but Autotask will not email it.
  • 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 initially. Once the invoice has synced to QuickBooks Online, the QuickBooks invoice number populates. 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 in QuickBooks Online will be the invoice number assigned in Autotask PSA.
    • Use the Autotask Invoice ID: The invoice ID in QuickBooks Online will be the same as the invoice ID in Autotask PSA.

Invoice item-related settings

QuickBooks and Autotask multi-currency

  • Indicates whether you have multi-currency enabled for the integration. You enable Multi-currency 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, Autotask will send an email report with the results of the match to your designated QuickBooks Online mailbox. The name of the billing code in Autotask PSA must match the name of the item in QuickBooks for them to map to each other.
    • Billing Code Name: Items on an invoice would match the item in QuickBooks based on the name of the billing code for the item in Autotask. 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.
    • Billing Code External Number: The External Number field on a Billing Code in Autotask PSA is an optional field. If you select this option and populate the External Number field 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, Autotask will create it 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, QuickBooks will assign a default item called Autotask.
      • 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 transfer will fail.

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

  • Select the income account to which QuickBooks should assign new items.
  • This income account setting only applies to item creation.

Payment Settings

Mark synced invoices as payable by credit card/ACH

  • If you check this box, the invoice in QuickBooks Online, once transferred from Autotask PSA, will have the option to be payable by credit card or ACH if you have configured it in your QuickBooks.
  • If either setting is enabled, it will apply to all invoices. If you have invoices that are exceptions, you must manually update them individually in QuickBooks once transferred.

Set whether payments should be synced

  • This setting controls whether payments should be processed into Autotask PSA automatically.
    • Sync payments - default setting: The integration periodically checks for payments against invoices have been made and processes them to Autotask PSA. The default setting is the preferred option in most cases.
      • If you have applied a single payment to multiple invoices in QuickBooks, the payment may not be explicitly associated with a single invoice number. If the integration cannot match a payment to a single invoice number, QuickBooks will not transfer payment data 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. Small decimal-accuracy rounding differences between the way that QuickBooks and Autotask PSA calculate their totals cause this issue. You will not receive an email, and Autotsak PSA will not note the error 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 you include pre-pay items, 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 (U.S. customers only)   

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

  • Applies only to U.S. QuickBooks Online 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. QuickBooks uses the shipping address location when AST calculates sales tax based on destination taxation
  • Currently, the invoice shipping address is a global setting; you cannot set this address 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 line of business

Autotask line of business sync behavior 

  • Determines sync behavior if Autotask PSA uses the line of business.
  • If you opt to sync & map specific line(s) of business, and an invoice has items that belong to multiple lines of business, Autotask will ignore it.
  • In Account and Settings in Quickbooks Online Account and Settings → Advanced → Categories, you must update the selection for Assign Class to One to an entire transaction. Setting it to One row in each transaction will not populate LOB on the invoice in Autotask.

Line of business mapping 

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

Additional resources


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