What can I customise in my QuickBooks integration?

The Onsight connector for QuickBooks supports a huge variety of customisation options.

The standard data syncing ensures that:

  • Product data and pricing data flows from QuickBooks to Onsight
  • Customer contact data flows from QuickBooks to Onsight
  • Tax code data flows from QuickBooks to Onsight
  • 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

All of these data flows can be customised to work exactly how you need them to work.

Here are some common customisations that we have done:

Which product categories to use

Both Onsight and QuickBooks have tools to manage product categories and allocate products to those categories. You can choose whether the Onsight product catalogue should be organised according to the Onsight product categories or the QuickBooks product categories. We recommend using the Onsight product categories since this gives you more control over how your products are organised and displayed in your Onsight catalogue app.

Customer account balances

Accounts receivable outstanding balances (the Open Balance field) can be copied from QuickBooks into Onsight. These balances can then be displayed in the app for sales reps to see when they are onsite visiting clients. In addition, the outstanding balances can even be displayed on the order PDFs that get emailed to clients.

Allocate new customers to all reps

When you create a new customer in QuickBooks, it will get copied to Onsight automatically. Since no sales rep is allocated to it, none of your reps will be able to see the customer. An admin will have to allocate the customer to a sales rep for them to see it. We can configure your account so that new customers that are coming from QuickBooks will automatically be visible to all your sales reps.

How to handle inactive products / inactive customers

When de-activating products or customer in QuickBooks, they get marked as inactive and the word ‘deleted’ gets added to the name. You can decide how to handle any products or customers that have been de-activated in QuickBooks. They can be deleted out of Onsight completely or they can be kept and marked it as inactive. If you are sure that the products will never be sold again, it is better to have them deleted out of Onsight since that will reduce the size of the catalogue on your device.

Hide products that are out of stock

If an item has zero stock in QuickBooks, we can make that item inactive in Onsight. This will make it disappear from the sales app which means it cannot be ordered. When the item comes back into stock again in QuickBooks, we can make it active again in Onsight. Alternatively, instead of hiding, we can add an ‘Out of Stock’ message to the product name. That way it stays visible and can even be ordered but everyone will be made aware that it is out of stock.

How to send Onsight orders to QuickBooks

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 using Estimates, changes can easily be made to the order in QuickBooks without affecting your GL accounts or your stock numbers.

How to send Onsight quotes to QuickBooks

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 quote in QuickBooks without affecting your GL accounts or your stock numbers.

QuickBooks document number (invoice number or estimate number)

By default, the document number (invoice number or estimate number) field in QuickBooks will be the next sequential invoice number or estimate number in QuickBooks. This is because invoice numbers are meant to run sequentially for auditing purposes. We do not recommend any changes to this.

Memo field

By default we send the Onsight order number or quote number to the Memo field in QuickBooks. This field is visible when listing invoices or estimates but is not visible on the invoice when you print it (note that it is visible on the printed statement). We can send any combination of these to the Memo field in QuickBooks: the Onsight order number, the Onsight reference number, the Onsight order notes.

Customer Memo field

The Customer Memo field in QuickBooks is visible on the invoice when you print it. We can send any combination of these to the Memo field in QuickBooks: the Onsight order number, the Onsight reference number, the Onsight order notes.

Order number on printed Invoice

We can send the Onsight order number into a custom field on the invoice or estimate. This will then be shown when you print the invoice.

Sales rep name on printed Invoice

We can send the sales rep’s name into a custom field on the invoice or estimate. This can either be the rep who created the order or the rep that the customer was assigned to. This will then be shown when you print the invoice.

QuickBooks order line item sort order

If your orders are printed and used for packing purposes in your warehouse, it becomes important what sort order the line items are displayed when you print or view your orders. The Onsight order line items can be re-arranged and sent to QuickBooks in any specific order that you choose. The sort order can be based on the product name, SKU, product code, barcode, product category name, quantity, unit price or line item total.

How to handle line item discounts

We can hide the line item discount details from QuickBooks and only send the post-discount prices to QuickBooks. The Onsight order and QuickBooks invoice will look very similar. However, there will be no mention of any discounts anywhere on the QuickBooks invoice. Alternatively, we can add up all line item discounts and send them together with the order total at the bottom of the invoice. QuickBooks will then deduct the discount to get the final invoice total. This is how QuickBooks normally works when you create an invoice manually and you add a discount.

Notification emails for order sync errors

In some rare circumstances, orders can fail to sync to QuickBooks due to problems with the way the products are configured in either one of the two systems. We can set up notification emails that will alert you to this problem immediately so that you can log into both Onsight and QuickBooks to resolve the issue.