This article will describe what data element from ServiceWorks maps to QuickBooks online elements.
Chart Of Accounts
Chart of Accounts from QuickBooks can be synced to ServiceWorks and vice versa. The defaults for the chart of accounts are set so that you don’t have to individually set a specific COA for every service or inventory item.
For example, if you set Sales Chart of Account under Account Type Income or INC as default, then all your services will be categorized under Sales COA. You can override the default value by going to each and setting the appropriate COA.
In order to properly sync with QuickBooks, you’ll need to ensure the following chart of accounts are mapped:
- Income Account (A/C Type INC)
- Expense Account (A/C Type COGS)
- Inventory Asset ( A/C Type OCASSET)
The example below shows how QuickBooks will create an income or cost account for each service, as well as an inventory asset account if it involves inventory.
In ServiceWorks, we do the same thing except we give you flexibility to not mark the chart of account for each services by setting default. Here’s an example of what that will look like in your ServiceWorks account
You’ll also notice a few toggles in this area, here’s what they control:
- Service Default means this is the COA you want to use for all your price lists, services, and labor charges
- Item Default means this is the COA you want to use for all your inventory items/parts/materials
- Other Charge Default means this is the COA you want to use for all your other charges
Account Type and Detail Type
There are 3 types of Chart of Account that works when syncing parts/material/item from ServiceWorks to QuickBooks. The A/C Type defined in QuickBooks is very important.
For Account Type Income, the Detail Type must be Sales of Product Income Account.
For Account Type Cost of Goods Sold, the Detail Type must be Supplies and Materials – COGS.
For Account Type Other Current Asset, the Detail Type must be Inventory.
Customer
Customers information is synced back and forth between ServiceWorks and QuickBooks.
| ServiceWorks | QuickBooks |
| Customer First Name + Last name or Company Name (Account Number) | Customer QB takes only 30 characters long name. If the name didn’t sync please check the data length |
| Address Type Billing | Billing Address |
| Address Type Customer | Shipping Address |
| Address Type Both | Billing and Shipping will have the same address |
| Customer Email | |
| Primary Phone | Phone |
| Customer Note | Note |
How to Sync Customer
Choose the date range in QuickBooks Integration page in Service Works. The customers created or updated in between the date range will sync,
Invoice
The Job information from SW is synced to QuickBooks. Please look at the diagram below to see where the data is mapped.
Payment
