MSPs can integrate QuickBooks with SuperOps for seamless accounting across a multitude of clientele. You can either opt for a one-way sync or enable a two-way sync between SuperOps and QuickBooks Online. The following pointers will help you understand the nuances of this feature integration better.
SuperNotes
Enabling two-way sync ensures that changes to service item names will be updated in your QuickBooks account. However, if only one-way sync is enabled, changes to service items in SuperOps will not be reflected in QuickBooks.
When a new client or customer is added to QuickBooks Online, it will only appear on our integration page, not the SuperOps client list. Therefore, you'll need to map, create, or ignore them manually.
With two-way sync enabled, invoices and changes to client names will automatically sync to QuickBooks. However, if only one-way sync is enabled, new clients added in SuperOps will not have their invoices reflected in QuickBooks, though new clients can still be added from either SuperOps or QuickBooks.
The client invoice status reflected in QuickBooks will automatically be updated in SuperOps. For example, If the ‘balance attribute’ in QuickBooks is ZERO, invoice status is updated as PAID in SuperOps.
Changes made in QuickBooks will reflect in SuperOps immediately, but changes made in SuperOps will only reflect in QuickBooks if two-way sync is enabled and the invoice is synced.
Important terminologies (QuickBooks terms as referred to in SuperOps)
QuickBooks | SuperOps |
Customers | Clients |
Inventory and Non-inventory | Units |
Service | Hours |
📝Note: SuperOps does not support inventory items, so any product pushed to QuickBooks will be classified as a non-inventory item.
Integrating with QuickBooks
Navigate to Settings > Others > Marketplace. Click ‘Integrate’ next to QuickBooks Online.
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 taxes, clients, service catalog, and payment methods will be imported automatically from QuickBooks.
Mapping between QuickBooks and SuperOps
Your QuickBooks account should now be connected to SuperOps, and you can now start importing your customers and service items from QuickBooks into SuperOps.
The first step of the import process is Importing Taxes from QuickBooks. Here’s how you can do it:
Once you’ve integrated your QuickBooks account with SuperOps, click the “Import Taxes” button on the right corner.
Next, you’ll see two sets of information - a list of all taxes in QuickBooks and a list of all taxes in SuperOps.
Here you can map the taxes from QuickBooks to existing taxes in SuperOps, or create or ignore taxes.
Once you are done, click the “Import tax rates” button to start the import process.
📝Note: Ensure that the tax rates in SuperOps and the tax rates in QuickBooks match.
2. Now you need to Import Customers from QuickBooks. Here's how you can do it:
Once you've connected SuperOps with QuickBooks, click the “Import clients” 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 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. The platform compares client names from SuperOps 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, you can choose which client you want to map from QuickBooks too, using the drop-down list.
You can create them as new clients in SuperOps. If the customer from QuickBooks doesn't already exist in your SuperOps 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, 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.
3. Once you've got all your clients on board in SuperOps, 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 to the right.
📝 Note:
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:
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.
4. Once you are done, the next step is to Map payment methods in SuperOps with QuickBooks. Here’s how you can do it:
Switch to the payments tab and click Fetch Payment.
You will see a list of payment methods in QuickBooks and SuperOps. Here you can map existing payment methods in QuickBooks to the payment methods in SuperOps.
If a payment method doesn't exist in SuperOps, you can either add or ignore it.
Once you are done, click submit.
5. Once you are done, move on to the Settings tab. Here, you’ll find the options below - to set up a deposit account, map your invoice IDs, and enable bidirectional sync between QuickBooks and SuperOps.
Setting up a deposit account:
When you sync SuperOps 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.
📝Note: If you do not set up your deposit account, your payments will not be pushed to QuickBooks
Synchronization of invoice numbers:
Next, select whether you'd like to map the invoice IDs created in SuperOps to QuickBooks Online while pushing invoices.
The prerequisite to syncing your invoice IDs created from SuperOps 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 while you push the invoices.
Go to Settings in the QuickBooks section to enable the push invoice button. In the event that 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 will be reflected in your QuickBooks.
Enabling Bi-directional sync:
The two-way sync lets you streamline client and service management between SuperOps and QuickBooks.
By enabling bi-directional sync, if there is no existing customer or service item in QuickBooks when pushing invoices, a new customer or service item will be created, and mapped, and then the invoices will be pushed.
Moreover, editing a client or service item’s name will automatically update it in QuickBooks.
You need to set up separate income accounts for non-inventory items and service items.
📝Note: Non-inventory/service items created in QuickBooks are mapped to selected default accounts. When items from SuperOps are synced to QuickBooks as non-inventory items, they are mapped to the default income account. Services like Worklog hours, Block hours, and Block money are automatically created as service items in QuickBooks when synced from SuperOps and mapped to the default income account selected for service items.
Next, you can choose to map all items under any category in SuperOps to a specific item in QuickBooks.
To do that, select a category in SuperOps and choose the corresponding service item in QuickBooks from the drop-down menu next to it.
Doing so prevents the creation of a separate service item in QuickBooks each time a new service item is added under the selected category in SuperOps.
Once you are done, hit save.
Viewing your imported clients and service items
Here's how you can view the service items and clients you've imported from QuickBooks:
Navigate to Settings > Contracts & Billing > 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.
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, add them to your client's invoices, and push them to your clients through QuickBooks.
Pushing Invoices
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 “Sync to QuickBooks” option on the right to push the invoice to your client.
...and voila! You just pushed your first invoice from SuperOps through QuickBooks.
To automatically push invoices to QuickBooks when they are generated, follow these steps:
Navigate to Clients > Quotes and Invoices > Invoice Settings.
Enable the option to push invoices to QuickBooks.
Please note that while invoices will automatically sync when created, any changes made to the invoices afterward will require manual syncing. Only the status of the invoice will be auto-synced.
📝 Note:
Once the invoices are sent to your clients, SuperOps 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.
Enabling two-way sync will create invoices in QuickBooks for unmapped clients or service items, and the invoices will also be pushed.