QuickBooks Online Integration

Smart Service Cloud offers the ability to integrate with your QuickBooks Online company file. While QuickBooks Online is not required to use this product, we have the ability to pull and push information to and from QuickBooks Online.

To reach the integration sign-in, click on Administration Center at the top of your screen.

(Note: You must con "Administration" as opposed to over it.)

Then click on System Settings. Find the QuickBooks button and choose “Connect to QuickBooks Online”. Once there, you’ll need credentials to sign in.

There is a specific process and workflow involved in using Smart Service Cloud and QuickBooks Online. Before we get into how the integration works exactly, let’s take a look at the tools we have on hand to sustain the integration.

Importing

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

This option will import the products and services list from QuickBooks Online. You should always create items in QuickBooks Online and import them with this function.

Import Customers

Only run this option if you have already created a “company” record under Administration > Companies and you have assigned the required defaults to that company.

This option will import your active customers from QuickBooks Online as-is to Smart Service Cloud. These can also be created from Smart Service Cloud and pushed to that list in QuickBooks later.

After you run this setting, make sure you also run the “Geocode Service Addresses” option if you plan on using our routing or directions features.

Import Estimates

Only use this option if you have already imported your customer list from Smart Service Cloud. This option will import your active estimates from QuickBooks Online to the corresponding customer as a “quote”.

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

Importing

How It Works

Maintaining Integration

Import Customers

Import Line Items

Further Imports

Creating Tax Rates in QuickBooks Online