MSPs can choose to integrate QuickBooks with SuperOps.ai for seamless accounting across a multitude of clientele. Upon integration, QuickBooks will remain the only source of truth from which information will be obtained and used in SuperOps.ai for invoicing purposes. The following pointers will help you understand the nuances of this feature integration better.
New service items in the service catalog can only be added directly via QuickBooks. The ‘add service item’ in SuperOps.ai option will be non-existent at all levels if QuickBooks is integrated.
While service items can be modified directly via SuperOps.ai, the changes made will not be reflected in QuickBooks.
The active clients (or customers as referred to in QuickBooks) will automatically be imported to SuperOps.ai
While new clients can be added via both SuperOps.ai and QuickBooks, the invoice of new clients added directly via SuperOps.ai will not be reflected in QuickBooks.
Although, if a ‘QuickBooks Customer Name’ matches with that of a ‘Client Name’ already created in SuperOps.ai, the client will be automatically mapped and the invoice will be reflected in QuickBooks.
The ‘primary contact’ field for all imported clients will remain empty by default and can be manually updated in the client section.
The client invoice status as reflected in QuickBooks will automatically be updated in SuperOps.ai. For example, If the ‘balance attribute’ in QuickBooks is ZERO, then invoice status is updated as PAID in SuperOps.ai.
When changes are made in QuickBooks, sync again in the integrations page to immediately sync the changes made in SuperOps.ai.
In this article we will cover the following topics:
Important terminologies (QuickBooks terms as referred to in SuperOps.ai)
Customers - Clients
Inventory - Units
Service - Hours
Integrating with QuickBooks
Navigate to Settings > Others > Marketplace. Click ‘Integrate’ (in the QuickBooks Online section).
2. On the configuration page, click ‘Connect to QuickBooks Online’.
3. On the Authentication page, enter your Quickbook account details.
4. Upon successful authentication, the clients and service catalog will be imported automatically from Quickbooks.
Mapping between QuickBooks and SuperOps.ai
Your Quickbooks account should now be connected to SuperOps.ai, and you can now start importing your customers and service items from Quickbooks, into SuperOps.ai.
The first step of the import process is importing customers from Quickbooks. Here's how you can do it:
Once you've connected SuperOps.ai with Quickbooks, click the import customers button to the right.
Next, you'll see two sets of information—a list of customers from Quickbooks to the left, and a list of clients in SuperOps.ai to the right.
Here, you can perform three actions in the process of importing your customers:
You can map customers from QuickBooks to existing clients in SuperOps.ai. The platform compares client names from SuperOps.ai with customer names from QuickBooks and automatically pairs identical names to simplify the mapping process for you. If the client has a different name in SuperOps.ai, you can choose which client you want to map the customer from QuickBooks too, using the drop-down list.
You can create them as new clients in SuperOps.ai. If the customer from QuickBooks doesn't already exist in your SuperOps.ai client database, you can select the create check button to the left, and it'll import them as new clients onto the platform.
You can ignore customers from QuickBooks, and choose not to import their information onto SuperOps.ai, using the ignore check button to the right.
Once you're done, click the import button on the top right to start the import process.
This integration currently supports a one-way data sync with Quickbooks. You'll need to log in to Quickbooks separately to add customers to your Quickbooks database. Once a client is added in Quickbooks, you can add them through the mapping section in the integration page.
2. Once you've gotten all your clients on board in SuperOps.ai, the next step is to import service items and keep your service catalogs in sync. Here's how:
Switch to the map service items section and click the import service items button to the right.
Once you're in, you'll see two sets of information—a list of service items from Quickbooks to the left, and a list of service items in SuperOps.ai to the right.
You can track the import status for both clients and service items by switching between both sections. This is what the import status report will look like:
After integrating with QuickBooks, you will not be able to create service items in your SuperOps.ai service catalog. To add new service items, create new service items within QuickBooks, and import them into SuperOps.ai.
Please keep in mind that if you switch between the client and service item import sections before clicking on the import button, any changes you make will not be saved. So it's best to finish an import process before moving on to the next one.
3. When you sync SuperOps.ai with QuickBooks, you’ll need to select a deposit account. Select the account (usually undeposited funds unless specifically mentioned otherwise by your accountant) under the Account Information tab and click Save.
Viewing your imported clients and service items
Here's how you can view the service items and clients you've imported from QuickBooks:
To view your service items, click the settings icon on the pane to the left. Under MSP settings, you'll find the service catalog section, where all your service items imported from QuickBooks are listed.
2. To view your imported clients, click the module's icon on the pane to the left. Open the clients module under client management. Here, you can find all the clients that have been imported from QuickBooks into SuperOps.ai.
Woot! Your client and service item databases are now in sync, and your QuickBooks integration is now good to go. You can now start creating work logs, audit them, and add them to your client's invoices and push them to your clients through QuickBooks.
Here's how you can start pushing invoices to your clients through QuickBooks:
Click the Modules icon on the pane to the left, and open the client module.
In the panel to the left, select all invoices under the invoices section.
Once you've reviewed the invoice details, click the push to QuickBooks option on the right to push the invoice to your client.
...and voila! You just pushed your first invoice from SuperOps.ai through QuickBooks.
Once the invoices are sent to your clients, SuperOps.ai pulls in information to keep you constantly updated about the status of the invoice. You'll be updated on the invoice screen once the invoice mail has been sent to the client, and once the invoice has been paid by the client.
Synchronisation of the invoice numbers
The prerequisite to sync your invoice IDs created from SuperOps.ai to QuickBooks is checking the Custom Transaction Number on your QuickBooks account. To do that follow the below steps:
Navigate to Settings > Account & Settings > Sales > Sales Form Content in QuickBooks
Enable the "Custom Transaction Numbers" option under the Sales Form Content tab, to ensure that the invoice number is created as in SuperOps.ai while you push the invoices.
Once the above step is done, go to Settings > Others > Marketplace > QuickBooks in your SuperOps.ai account.
Go to Settings in the QuickBooks section to enable the following button. In case the Custom Transaction Number is not enabled in your QuickBooks account, you will see a warning message like this: Please ensure that you've enabled the option to override invoice IDs in QuickBooks Online.
Now your invoice IDs created on SuperOps.ai will be reflected in your QuickBooks.