QuickBooks Online Integration

In This Guide

Connecting QuickBooks Online with Smart Service Cloud
Importing from QuickBooks Online
Guidelines for Managing Data Between QuickBooks Online and Smart Service‍
Creating Tax Rates in QuickBooks Online

Introduction

Smart Service Cloud includes the option to integrate with your QuickBooks Online company file. While QuickBooks Online is not required to use Smart Service Cloud, this integration allows you to seamlessly push and pull information between the two platforms.

Important: Smart Service Cloud allows one QuickBooks Online account to be connected to one Smart Service database. If you are adding multiple companies within Smart Service, be aware that they will all sync with the same QuickBooks account.

To begin the integration process, click Administration Center at the bottom of your screen.

Next, select System Settings, locate the QuickBooks button, and choose Connect to QuickBooks Online. You’ll then be prompted to sign in using your company’s QuickBooks Online credentials.

Importing from QuickBooks Online

Import Sales Tax

Use this feature to import your current tax rates from Smart Service Cloud. Please do not create new sales taxes from Smart Service Cloud.

Import Terms

This option imports your terms of payment list from QuickBooks Online. Please do not create new items from Smart Service Cloud.

Import Payment Methods

This option will import your payment methods from QuickBooks Online to Smart Service Cloud. These can also be created from Smart Service Cloud and pushed to that list in QuickBooks later.

Import Vendors

This option imports your vendor list from QuickBooks Online. These can also be created from Smart Service Cloud and pushed to that list in QuickBooks later.

Import Employees

This will import your active employee list as active employees. Remember, the number of active employees could change the subscription amount you’re billed!

Import Line Items

QuickBooks Online should be used to maintain your products and services list. Always create items in QuickBooks Online and then use this function to import them. Running this import will bring any new line items you've created, as well as changes to existing line items, into Smart Service Cloud for use.

Import Customers

Ensure a "company" record is created in Administration > Companies with all necessary defaults before proceeding.
This option imports active QuickBooks Online customers directly into Smart Service Cloud. Alternatively, customers can be created in Smart Service Cloud and then synced to QuickBooks once an invoice has been sent. After this setting is applied, run the "Geocode Service Addresses" option to enable routing and directions features.

Import Estimates as Quotes

To utilize this feature, ensure your customer list has been imported from Smart Service Cloud. This will import active estimates from QuickBooks Online as ‘Scheduled’ quotes, linked to their respective customers.
When importing estimates as quotes into Smart Service, verify the last quote number in Smart Service. This prevents importing a quote number that already exists.

Import Invoices as Work Orders

Executing this function will import your current invoices in QuickBooks Online as work orders, setting their status to 'Completed'.

Geocode Service Addresses

Only run this function after you have imported your customers. Since Smart Service Cloud relies on GPS waypoints to help with mapping and routing, this function should be run to find GPS coordinates for your customers automatically.

Where should I create new customers?

When you need to create a new customer, you can do so in either program. For consistency, we recommend you create most if not all of your new customers in QuickBooks Online since updates to customer information must be done in QuickBooks Online.

If you create a new customer via Smart Service Cloud, that customer will be sent to QuickBooks Online when an invoice for them is sent to QuickBooks Online.

Where should I update exisiting customers?

Once a customer exists in both programs and you need to update some of their information, we recommend you update that information in QuickBooks Online.

So if you need to update a phone number, email, or other customer information, do so in QuickBooks Online and run the “Import Customers” function in Smart Service Cloud to capture that information.

Where should I create new line items?

If you need to add something to your products and services list, please do so in QuickBooks Online and run an “Import Line Items” when you’re done.

This rule would be true if you need to modify the item, with the exception of a price or description on a per-use basis. You can change the rate and description in Smart Service Cloud, but that will only change the rate or description for that one use of the item.

Where should I update existing line items?

If you’re only changing the description or price for a particular customer this one time, that can be done from Smart Service Cloud.

If you need to permanently alter details about the item (and how the items show up initially when used) make those changes in QuickBooks Online and import them into Smart Service Cloud using the “Import Line Items” option.

Where should I create tax items?

New tax items and changes to existing tax items should be managed by QuickBooks Online and synced to Smart Service Cloud with the “Import Sales Tax” option.

What if I use Automated Sales Tax?

Since tax items are required by Smart Service Cloud regardless of whether you do taxes using AST, you will still need to create tax items in order to save a customer record in Smart Service Cloud.

Where should I change a customer's name?

If you need to change a customer’s name, please do so in QuickBooks Online by changing the “Display Name As” option. Since Smart Service Cloud uses the name field as the unique identifier, when you run the “Import Customers” record the “new” customer will come in and be separate from the “old” copy of the customer under the previous name.

To prevent an issue, change the Display Name in QuickBooks Online AND the Full Name in Smart Service Cloud to maintain the customer record and its associated history.

Smart Service Cloud Knowledge Base

QuickBooks Online Integration

In This Guide

Introduction

Importing from QuickBooks Online

Guidelines for Managing Data Between QuickBooks Online and Smart Service Cloud

Creating Tax Rates in QuickBooks Online