This article explains how your Onsight account interacts with your QuickBooks account after your integration has been activated.
What data gets copied from QuickBooks to Onsight?
Product data, pricing data and stock data flows from QuickBooks to Onsight.
Customer contact data flows from QuickBooks to Onsight.
Tax code data flows from QuickBooks to Onsight.
What data gets sent from Onsight to QuickBooks?
New customers created in Onsight get sent to QuickBooks.
Orders created in Onsight get sent to QuickBooks.
Quotes created in Onsight get sent to QuickBooks.
Estimates vs Invoices
By default, Onsight sales orders are sent to QuickBooks as Estimates in the ‘Accepted’ state. They can then be converted into Invoices. Alternatively, they can be sent as Estimates in the ‘Pending’ state or as Invoices.
By default, Onsight sales quotes are sent to QuickBooks as Estimates in the ‘Pending’ state. They can then be changed to ‘Accepted’ or converted into Invoices. Alternatively, they can be sent as Estimates in the ‘Accepted’ state or as Invoices.
By using Estimates, changes can easily be made to the order in QuickBooks without affecting your GL accounts or your stock numbers.
We recommend that you manage your product categories in Onsight since this gives you more control over how your products are organised and displayed in your Onsight catalogue app. The default setup is therefore not to copy any product categories from QuickBooks. If you prefer to manage your categories in QuickBooks let us know, and we will activate this on your account.
Products cannot be added in Onsight. They need to be added in QuickBooks. When you create a new product in QuickBooks, it is automatically copied to Onsight and it is placed into a product category called ‘Imported from QuickBooks’. You should mark this product category as inactive so that it does not display in the Onsight app. Then move all the products that you find there to the correct product category that you want them to belong to.
We copy several product data fields from QuickBooks. Any changes you make to these fields in Onsight will be lost when we copy data from QuickBooks. Therefore, you should not change any of these fields in Onsight:
- Product name
- Product description
- Cost price
- Applied taxes
- Stock on hand
- Product code
Additional product information
Onsight has many additional product fields that you can display in the Onsight app. Any changes you make to these fields in Onsight will be maintained and will not be overwritten when we copy data from QuickBooks.
- Product images
- Product categories
- Quantity increments/multiples
- Master products
- Minimum and maximum order quantities
- Product custom fields
- Product availability for customers
- Product price lists for customers
- Product discounts for customers
- Linked products (associated / alternative)
Products cannot be fully deleted in QuickBooks. They can get marked as inactive and the word ‘deleted’ will get added to the name.
You have a choice of how you want this to be handled in Onsight. There are two options:
a) We can do what QuickBooks does: keep the product in the database and change the name. In addition, the status will be changed to ‘Inactive’. This means that the product will still be visible in the admin screens where you manage products but it will not be visible in the product catalogue screen where you create orders.
b) We can delete any product that has been marked as inactive in QuickBooks. That means it will not be visible anywhere in Onsight.
Some of your products in QuickBooks might have images. If there is no image in Onsight, we will copy the QuickBooks image to Onsight. If there is already an image in Onsight, we leave the existing image in place. If you upload new images into Onsight, they will not be replaced.
If you want to replace the images that are in Onsight with new images from QuickBooks, you can delete the existing images in Onsight and the new QuickBooks images will automatically be copied to Onsight.
Product stock counts
The ‘Quantity on Hand’ field from QuickBooks gets imported into Onsight for display purposes in the app.
We copy several customer data fields from QuickBooks. Any changes you make to these fields in Onsight will be lost when we copy data from QuickBooks. Therefore, you should not change any of these fields in Onsight:
- Company name
- Applied taxes
- Billing email address
- Contact – Name
- Contact – Email Address
- Contact – Phone
- Billing address
- Shipping address
If you create a new customer in Onsight or if your create an order for a new customer, the new customer will automatically be created in QuickBooks. After this, the customer data will be managed in the same way that all other customer data is managed. QuickBooks will become the master database for the customer data fields listed above. Any changes that you make in QuickBooks will be copied to Onsight.
Additional customer information
Onsight has many additional customer fields that you can display in the Onsight app or that are used for pricing rules. Any changes you make to these fields in Onsight will be maintained and will not be overwritten when we copy data from QuickBooks.
- Customer group
- Customer custom fields
We offer many further customisation options for your integration between Onsight and QuickBooks. Please see this list of available QuickBooks customisations for more details.