This article will provide you with information on how to configure QuickBooks Online and how to integrate with PSOhub.
Configure QuickBooks Online
Your existing QuickBooks Products and Services are required for mapping the contract lines in a PSOhub project:
It is very important that the Category field of each one of your Products/Services is empty, if it isn't the integration will not be possible.
When connecting for the first time to QuickBooks, PSOhub will ask that you specify the default product/service for all your contract lines (see further down below).
If a specific contract line in your project should be linked to a different service or product (non-inventory), you will need to enter its name in the Accounting details section of the contract line, under Revenue account. This information can be specified in your contract templates or directly in your project.
In order for the QuickBooks invoice number to be displayed, you must ensure that you have turned off the Custom Transaction numbers in QuickBooks' Account and Settings. If you have it switched On, the invoice will be generated but without any number to be displayed in PSOhub:
Setup the integration
In your Organization Settings, go to Marketplace & Integrations.
Then, click Connect in the Quickbooks tile:
PSOhub will ask that you confirm this selection. Click 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 the first Service it finds (based on alphabetical order) in QuickBooks. You can overwrite it with the name of another product/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 into PSOhub's Organization's GL Accounts settings:
Note: As specified earlier on if a specific contract line in your project should be linked to a different service or product (non-inventory), you will need to enter its name in the Accounting details section of the contract line. This information can be specified in your contract templates or directly in your project.
By default, the I use the non-US Quickbooks Online and have custom invoice numbering disabled check box is unchecked; if you work with US QuickBooks Online leave it unchecked. Otherwise, check the box and click Next.
The Automatically send invoice to the customer check box, is unchecked by default. It prevents PSOhub from pushing the invoice directly to QuickBooks and from there to send the invoice automatically to the client. If you select this box, the invoice will be pushed to QuickBooks and sent automatically to the client. Once you've made your choice, click Next.
Once you have defined the default service or product (non-inventory) to be leveraged with invoicing, click Test. If everything works, the screen will display a success message.
If there is a problem, an error message (if available) from QuickBooks will appear here. If you are not sure on how to solve it, contact us so we can help you.
When the test is successful, the test invoice will appear in QuickBooks. You can delete this test invoice:
Invoice Due Date
In order for the Invoice's due date to appear correctly in QuickBooks, you must define the default number of Due Days invoice in the Invoice settings of PSOhub:
If a project has a different payment term from the default, you can define the number of due days in the left pane of the project screen:
When sending the invoice in QuickBooks online, PSOhub will then push both the date of the invoice as well as the expiration date of the invoice.
Important: If PSOhub finds a term at the customer level in QuickBooks, then PSOhub will NOT fill out the due date of the QuickBooks invoice, leaving it to QuickBooks to calculate the due date based on the Customer’s terms.
Important: As of December 15 2022, the project number, name and description in the Reference field of the project will also be brought over into QuickBooks Online and will appear in the Message on invoice section of the invoice.
When PSOhub sends the invoice, it will look at the invoice contact defined on the invoice in PSOhub and try to find the email address of that invoice contact in QuickBooks Online. If this email address is the primary contact of a company in QuickBooks Online, then PSOhub will consider the customer as already existing. If PSOhub can't find it then it will create a new customer record for that email/company.
Important: If later on, an invoice is sent from an existing company but with a different invoice contact, then PSOhub will update the company in QuickBooks Online; it will change the primary contact information (name and email) of that company.
Once the invoice is created in PSOhub and Sent, PSOhub will trigger the send invoice functionality within QuickBooks (unless you have unchecked 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.
Once the invoice has been sent from PSOhub, the QuickBooks invoice number will be returned (if the Custom transaction numbers option is switched Off - refer to Configure QuickBooks Online section above) and displayed in the Invoice screen (left pane).
When sending the invoice, PSOhub will check if a customer already exists by using the name of the e-mail address of the Invoice Contact that is known in PSOhub. If found, this contact is used. If no contact is found, a new contact will be created.
If an invoice has been paid, a signal will be sent to PSOhub and the invoice status will be updated to Paid.
Changes to invoices in QuickBooks
Important: If you make any changes to an 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.
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)
Dot or period (.)
Question mark (?)
At symbol (@)
Exclamation point (!)
Number/pound sign (#)
Single quote (')
Space ( )
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 double quote ( " ).
The maximum characters for the combined contract line (invoice line) and description is 4095.