This article is specific to QuickBooks Online and does not cover configuring QuickBooks Desktop.
Configure your QuickBooks synchronization settings, class and tax mappings by navigating to the General Settings page under the QuickBooks heading of the 3C Connect settings menu.
Account Mapping
Route data from 3C Connect to a specific QuickBooks account.
Most users create accounts in QuickBooks to serve as high-level categories for their transactions such as income and expense accounts. 3C Connect doesn't support funneling transactions to different accounts based on departments (like maintenance, tune-ups or installs), but tracking for these departments is available through classes. See the section on class mapping below for more details.
You'll want to choose which QuickBooks account you'd like to use.
To view and manage your accounts in QuickBooks, select Accounting > Chart of Accounts from the left navigation menu in QuickBooks Online.
Payment Mapping
Coordinate payment methods between 3C Connect and QuickBooks.
If payments aren't mapped in 3C Connect, they won't be synchronized to QuickBooks. To set them up, simply set which 3C Connect payment method corresponds to your QuickBooks payment methods in the dropdown.
Managing Your QuickBooks Payment Methods
To manage your payment methods in QuickBooks, click on the settings cog at the top right of the screen and click "All Lists".
Click on the list titled "Payment Methods".
In the Payment Methods list, you'll be able to manage the payment methods that you allow and that will be synchronized with 3C Connect.
Payment Warnings
3C Connect will warn you when you synchronize invoices and payment methods have not been mapped. To disable these warnings, select "Do not warn about payment problems when synchronizing".
Tax Mapping
Coordinate taxes between 3C Connect and QuickBooks.
If taxes aren't mapped in 3C Connect, they won't be synchronized to QuickBooks and this is likely to cause errors in accounting. Each 3C Connect tax rate must be matched to its counterpart in QuickBooks. You can find more information about managing your 3C Connect tax rates in our related article. We recommend creating a 3C Connect tax rate and mapping its associated QuickBooks tax agency following the instructions below before doing business with a customer located in its respective area.
Make sure that each QuickBooks tax rate percentage that you select in the dropdown matches its 3C Connect tax rate counterpart shown in the label.
Managing Your QuickBooks Tax Items
If you aren't seeing QuickBooks tax rates, or need to add QuickBooks tax rates, navigate to the Taxes section in QuickBooks Online and select the sales tax settings link.
From this page, you'll be able to manage where you collect taxes and QuickBooks will automatically manage the current rate for you.
Important Note
QuickBooks Online requires creating an invoice in each and every tax area you plan to do business in before those tax rates will be available for mapping with 3C Connect tax rates. Some tax agencies are available when adding an agency in the QuickBooks settings as shown above. Some local agencies, mostly at the city level, are not available to be added as an agency from this page.
This limitation means that a special process is required:
To add a new tax agency, we recommend saving a fake invoice in QuickBooks in any new area you'll do business in.
Once you've set up the appropriate tax agencies in QuickBooks online, synchronize your QuickBooks data with 3C Connect. This can be done from your 3C Connect QuickBooks Online Initial Setup page by clicking the "Re-synchronize QuickBooks Data" button.
Create the same new tax rate for in 3C Connect from your 3C Connect Tax Items settings.
From your 3C Connect QuickBooks Online General Settings, map the new tax rates together.
You should now be able to synchronize data without encountering discrepancies in the amounts charged.
You can also create a new tax agency by setting it up in 3C Connect first and reconciling any missing tax agencies in QuickBooks Online once the invoice has been synchronized:
Create a new tax rate in 3C Connect from your 3C Connect Tax Items settings.
Set that tax rate on any applicable sites and work orders in 3C Connect.
Synchronize a work order with this new tax rate to QuickBooks. You will receive warnings that the tax rate has not been mapped, unless you've disabled these warnings as outlined below.
You may receive an alert in 3C Connect that the amounts do not match properly with those in QuickBooks online, since QuickBooks will use your default tax agency in this case. Even if you do not receive an alert, you will want to open the related invoice in QuickBooks to change to and configure the new tax agency.
From the QuickBooks Invoice, click on the "This customer is not tax exempt" link.
Click on the pencil to edit the tax rate that's being used.
Set the Shipping From and Shipping To fields to the address in the new tax area. Then click save and continue.
You'll be prompted to set up rates accordingly.
When you select "yes" and click save and continue, the new rate will be calculated for the invoice.
Save the invoice and navigate to your QuickBooks Taxes page to finish setting up the tax agency. Add your filing frequency to complete the setup.
Make sure that your tax rate matches in your 3C Connect Tax Item settings.
Once you've set up the appropriate tax agencies in QuickBooks online, synchronize your QuickBooks data with 3C Connect. This can be done from your 3C Connect QuickBooks Online Initial Setup page by clicking the "Re-synchronize QuickBooks Data" button.
Navigate to your 3C Connect QuickBooks General Settings and set up your new tax mapping by selecting the QuickBooks tax rate percentage in the dropdown that matches its 3C Connect tax rate counterpart shown in the label.
Tax Warnings
3C Connect will warn you when you synchronize invoices and taxes have not been mapped. To disable these warnings, select "Do not warn about tax problems when synchronizing". Turning these warnings off can be useful if you're in a region that doesn't charge tax or if your business will be handling taxes in another way.
Tax Line Items
3C Connect will allow you to set preferences for whether or not line items on invoices will be set as taxable or non-taxable when sent to QuickBooks Online.
The taxable/non-taxable status is shown on each invoice line item in QuickBooks Online as displayed below.
Class Mapping
Coordinate how classes are designated between 3C Connect and QuickBooks for better QuickBooks reports.
Classes act as tags/flags that allow you to sort sales based on property type and department types that come from 3C Connect for more detailed reporting in QuickBooks. Please note that currently class tracking is only available in QuickBooks Online for users with a QuickBooks Online Plus or QuickBooks Online Advanced account.
You can set the property type on each 3C Connect site.
You can set the department type on each 3C Connect appointment and work order. Any department that is set on an appointment will be mirrored on the related work order and vice versa.
Turning On Classes in QuickBooks Online
In order to use classes in QuickBooks, you need to first turn them on by following these steps:
Navigate to the Account and Settings page found in the settings menu at the top right of your QuickBooks Online dashboard.
Click "Advanced" in the left menu and then click on the pencil icon to edit the "Categories"section.
Make sure the "Track classes" checkbox is selected so that class tracking is turned on.
It's important to click the save button here to ensure any changes are saved.
Mapping Classes in 3C Connect
The first option in the Class Mapping section of your 3C Connect General Settings allows you to choose between allowing different class mappings per service repair or not.
When alternate class mapping is allowed, you'll be able to set a different department for each service repair when editing work order line items.
Classes aren't in QuickBooks by default, so the default dropdown selection for each 3C Connect class is "Create a new Class". This will create the corresponding class in QuickBooks when synchronizing invoices.
If your classes are already set up in QuickBooks, you can choose the correct class in the dropdown.
Managing Classes in QuickBooks Online
To view and manage the classes that are used in QuickBooks:
Navigate to the All Lists page found in the settings menu at the top right of your QuickBooks Online dashboard.
Select the Classes list.
From this page, you'll be able to view and manage all the classes you've set up in QuickBooks.
If you make any changes to the classes you're storing in QuickBooks, synchronize your QuickBooks data with 3C Connect. This can be done from your 3C Connect QuickBooks Online Initial Setup page by clicking the "Re-synchronize QuickBooks Data" button.
Reporting
Run QuickBooks reports on classes.
To view a report on specific classes:
Navigate to the All Lists page found in the settings menu at the top right of your QuickBooks Online dashboard.
Select the Classes list.
Click the "Run report" link for any class to see it's cash flow. There's no need to click the checkbox before clicking the "Run report" links.
To view a generalized report on all classes:
Navigate to the Reports section in the QuickBooks online left navigation menu and select "Profit and Loss by Class".
Synchronization Settings
Manage how synchronization and discrepancies are handled between 3C Connect and QuickBooks.
There are many important details to consider when synchronizing, and you'll want to make every effort to remain consistent in how data is managed between programs. Below, you'll find details and settings about how your data will be imported and exported.
Sub-Customers in QuickBooks correspond to Sites in 3C Connect. These sub-customers/sites are parented to a customer and are shown hierarchically in your QuickBooks customer list.
When editing these sub-customers/sites, the parent customer is shown. The shipping address in QuickBooks corresponds to the site address in 3C Connect, unless settings have been modified as outlined below.
Import Site Address
When importing customers and invoices from QuickBooks into 3C Connect, the site address in 3C Connect can be configured to come from a certain field in each QuickBooks sub-customer.
Shipping Address
Billing Address
The address present in this field will be used only if a shipping address is not present.
Display Name
Export Site Address
When exporting sites from 3C Connect into QuickBooks as sub-customers, you can select how your sub-customer names will be managed.
You can choose to override the sub-customer with one provided by 3C Connect, or you can choose to use any name that already exists in QuickBooks. For sites that are newly created in QuickBooks, the sub-customer name provided by 3C Connect will be used.
The sub-customer name that comes from 3C Connect will depend on which setting you've selected for the sub-customer name format. You can choose to display the street address only, or the street address and the city as the sub-customer name.
When exporting a site from 3C Connect to QuickBooks, the QuickBooks sub-customer shipping address will contain the 3C Connect site address and the QuickBooks sub-customer billing address will contain the 3C Connect customer address.
Export Customer Name
When exporting customers from 3C Connect into QuickBooks, you can select how your customer names will be managed.
You can either choose to use (in order) the company name, or last and first name that comes from the your 3C Connect customer information, or you can keep the customer name as it is in QuickBooks. When creating a new customer in QuickBooks for the first time, the company name or last and first name will be used.
Default State Code
If a customer or site address in QuickBooks is missing the state, it can cause complications for tax mapping, reporting and location mapping. 3C Connect can be set to add a default state code whenever it is missing.
Notes
You can choose whether or not to synchronize notes on customers and sites in 3C Connect with their counterpart customers and sub-customers in QuickBooks.
Group Pricing
You have the option to group prices for part items and service repairs on invoices in QuickBooks. If you choose to group part items and service repairs, the prices will be merged onto a single line.
Synchronizing Work Orders
Synchronize work orders in 3C Connect and invoices in QuickBooks.
Coordinating work orders in 3C Connect by synchronizing them with their invoice counterparts in QuickBooks is an important step to ensure correct accounting.
To synchronize a work order, simply click "Synchronize With QuickBooks" in the action bar at the bottom right of the screen when viewing a work order in 3C Connect.
The work order will begin to synchronize instantly. You can cancel the synchronization while it's still pending by clicking "Cancel Synchronization".
You can unlink a work order from QuickBooks once it has synchronized by clicking "Unlink From QuickBooks". When unlinking in QuickBooks Online, the linked invoice will be removed from QuickBooks Online.
After you've synchronized a work order in 3C Connect and you make any changes in QuickBooks to the invoice counterpart, the changes may not appear in 3C Connect automatically. If this is the case, you will need to synchronize your QuickBooks data with 3C Connect. This can be done from your 3C Connect QuickBooks Online Initial Setup page by clicking the "Re-synchronize QuickBooks Data" button.
