QuickBooks online using data from a job in MarketSharp to create the invoice. Currently, Marketsharp supports creating invoices with two types of line items. These are detailed and non-detailed (rolled up) line items.
If a job is created with no detailed products and only contains top level information such as the total price of the job, this is considered a non-detailed (rolled-up) invoice line item. The line item will be created with no quantity or description information and will only show the name of the QuickBooks online mapped line item. Also, If a job is created that does contain detailed product descriptions, however, more than 1 of these detailed product descriptions exist without prices for the individual products, these will also be processed as non-detailed line items. If a job is created with product details where prices exist or only a single detailed product exists without a price, the invoice will be created with detailed information in the line items which includes quantity and description.
At this time, MarketSharp does not support the ability to override if the Invoice will show details or not, this is determined automatically by evaluating the data entered by the user into the MarketSharp user interface.
QuickBooks Online supports line items that are either inventory (products) or services items in the QuickBooks Online repository. Other item types are not allowed to be mapped as line items on invoices.
When the invoice is created, MarketSharp queries the QuickBooks Online repository to find the “Accounts Receivable” account. Currently this is the only account that’s allowed to be mapped for the invoice. Other accounts may be supported in the future.
The Due date is automatically configured for the Invoice by using the terms set for the customer the Invoice is created for in the customer’s settings in QuickBooks Online. If the customer does not have a specific billing term set on the customer’s settings, the default of “Net 30” will be used. The default can be overridden by setting a different payment term on the individual customer’s settings in QuickBooks Online.
Billing and Shipping addresses for the Invoice are also assigned from the active customer’s data for which the Invoice is being created for. At this time no overrides are supported.
Configuring QuickBooks Online Invoices
Before a user can create invoices in QuickBooks online using the MarketSharp interface, some initial one time configuration is necessary. The user must define what Invoice line items (products & services) from their quickbooks account should be shown as line items on the invoice to represent MarketSharp product types and products in their invoices.
In order to configure the product types and products mappings to each line item (product and service in QuickBooks Online, please begin by logging into the system as as user that has rights to configure the system such as an admin user. Then, navigate to the Admin panel using the “Admin” link in the upper right hand corner of the interface.
Once in the Admin screen, scroll down to the “QuickBooks Integration” square and click the “QuickBooks Setup” link.
(if your QuickBooks Online account is not connected, please see the manual on how to connect and then return to this guide once your account is connected).
With your QuickBooks Online account connected, click the “Online” button to display the settings for QuickBooks Online.
Scroll to the bottom of the page to see the two new mapping sections where the user can select which QuickBooks items (products & services) will be used to represent each MarketSharp product types (non-detailed jobs) and products (detailed jobs).
Note that the products mapping section contains a filter dropdown list which can be used to filter the list down to a specific product type to make finding specific products within the list easier.
Once the user is done selecting (mapping) QuickBooks items to MarketSharp product types and products, click save to permanently persist those choices. They can always be updated at a later time. Any products that are in jobs that the user wishes to create invoices for must have a QuickBooks Online item selected for them and be saved, the default is the first QuickBooks item in the list.
The Quickbooks Invoice configuration is now complete and the user may begin creating invoices.
Creating an Invoice
To begin creating Invoices, first navigate to the Contact’s view within the Marketsharp interface by using the “Contacts” Link at the top right of the navigation bar.
Once the user has selected (navigated) to the contact (customer) they wish to create an invoice for, that contact’s information will display on the screen. If the Contact/Customer hasn’t already been added to QuickBooks Online, the user must add them before jobs or invoices can be created in QuickBooks Online for the customer. Click “Add Customer to QuickBooks Online” to add the customer or skip to the next step.
Navigate to the Job that you wish to create the invoice for. Add the Job that you wish to create the Invoice for to QuickBooks Online by clicking the “Add Job to QuickBooks Online” link if the job hasn’t already been created in QuickBooks Online. Once the Job is added to QuickBooks Online, the user can now create the Invoice for the Job in QuickBooks Online.
If the Job has not been created in QuickBooks Online, the user may skip adding the job as an individual step by simply clicking directly on the “Create QuickBooks Online Invoice for Job” link as the application will recognize that the associated Job does not exists in QuickBooks Online and will automatically create the Job before creating the Invoice. The invoice will show up in the user’s QuickBooks online account as attached to the specific Job which is a child object of the customer.