This article will provide you with more in depth information regarding the integration of PSOhub with Quickbooks. You will learn how the integration works, which data is being sent and what the limitations are.

Setup the integration

In your Organization Settings, go to Integrations.

Then, click Connect in the Quickbooks tile.

PSOhub will ask that you confirm this selection. Hit Proceed.

The first time you connect to Quickbooks, you will be asked to approve the connection with PSOhub, click Connect.

Afterwards, you will be taken back to PSOhub and the test connection screen will appear.

Test your connection

In the test connection screen, PSOhub will bring you the first Service it finds (based on alphabetical order) in Quickbooks. You can overwrite it with the name of another service should you want to. The service name you enter here will be the default value that PSOhub will use when sending invoices to Quickbooks.

  • Note that you can always change this default account and at any given time by going in the Settings of PSOhub under Organization.

  • Also note that if a specific contract line should be linked to a different service or product (non inventory), you simply need to enter its name in the section Accounting Details of the contract line, under Revenue account. You can update your contract templates in the Settings of PSOhub or directly in your project.

  • Box: "I use the non-US Quickbooks Online and have custom invoice numbering disabled."

    • If you are using a US Quickbooks Online version leave this box unchecked.

    • If you are not using a US version then check the box.

  • Automatically send invoice to the customer:
    This box is checked by default. It allows PSOhub to push the invoice directly to Quickbooks and from there to send the invoice automatically to the client.

    If you uncheck this box, the invoice will be pushed to Quickbooks but will not be sent automatically to the client.

    Note: if you make any changes to the invoice in Quickbooks they will not be synchronized back to PSOhub; this means that the project manager will not see in PSOhub if there was any over or under servicing. Best practice therefore is to make any adjustments in PSOhub in order for them to be visible at the project level.

  • Test connection:
    Once you have defined the default service or product (non inventory) to be leveraged with invoicing, press Test. If everything works, the screen will display a success message.

If there was a problem, the error message (if available) from Quickbooks will show here. If you are not sure on how to solve it, contact us so we can help you.

Invoice Due Date

In order for the Invoice's due date to appear correctly in QuickBook, you must define the default number of Due Days in the Invoice Settings of PSOhub:

And if a project has a different payment term, also define the number of Due Days in the left panel of the project screen.

Characters allowed in the name and description of the contract line (invoice line)

QuickBooks will accept all the characters listed below in the name and description of the contract line (invoice line):

  • 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 ( ; )

  • Colon ( : )

  • Plus sign (+)

  • Enter (will be converted to a space in Quickbooks)

  • Shift Enter (will be converted to a space in Quickbooks)

QuickBooks will NOT accept the following:

Double quote ( " )

The maximum characters that your contract line (invoice line) and description combined should have is 4095.

Send invoice

Once the invoice is created in PSOhub and then Sent, PSOhub will trigger the send invoice functionality within Quickbooks (unless you have uncheck the corresponding box when integrating with Quickbooks). There is nothing to be configured at the PSOhub end; the invoice template, fields and any other defaults from Quickbooks, including sales tax, will be used so be sure to set it up the way you want it there.

Once the invoice has been sent from PSOhub, the Quickbooks invoice number will be returned and displayed in the Invoice screen (left panel).

Important note: in order for the invoice number to be displayed, you must ensure that you have turned off the Custom Transaction numbers in the Custom form styles of the settings in Quickbooks. If you have left it On, the invoice will still be generated but without any number to be displayed in PSOhub.

Invoice paid

If an invoice has been paid, a signal will be sent to PSOhub and the invoice status will be updated to paid.

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