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.

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.

Send orders to QuickBooks as Estimates

Normally Onsight sales orders are sent to QuickBooks as Invoices by default. Alternatively, they can be sent as Estimates in the ‘Accepted’ state.

QuickBooks document number (invoice number)

By default, the document number (invoice number) field in QuickBooks will be the next sequential invoice 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

The Memo field in QuickBooks is not visible on the invoice when you print it. It is visible on a 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.

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.