Here are some frequently asked questions about the Boatyard integration with QuickBooks Online. Please click on the arrow to expand the question and see the answer.
General Questions
Does the QuickBooks integration work with both accrual-based and cash-based accounting?
Does the QuickBooks integration work with both accrual-based and cash-based accounting?
Yes, Boatyard’s QuickBooks integration works with both accrual-based and cash-based accounting methods.
Boatyard simply passes data (invoices, payments, and customer info) to QuickBooks. How that data is treated in the financial reports depends on how the QuickBooks account is configured.
In cash-based accounting, revenue is only recognized in QuickBooks when a payment is received.
In accrual-based accounting, revenue is recognized when an invoice is sent, regardless of when the payment comes in.
The integration does not alter or override the customer’s accounting method. It respects whatever is configured in QuickBooks.
Mapping Accounts Questions
Why aren’t all my income accounts showing in the drop-down menu in Boatyard?
Why aren’t all my income accounts showing in the drop-down menu in Boatyard?
Boatyard only displays income accounts with the “Sales of Product Income” detail type from your QuickBooks Online Chart of Accounts.
This is because when Boatyard creates new Items in QuickBooks through the API, QuickBooks requires that the linked income account use the Sales of Product Income detail type. Accounts with other detail types (like Service/Fee Income) are not compatible with the QuickBooks API and therefore won’t appear in the list.
Even though all items use this income account type in QuickBooks, Boatyard still tracks whether an item represents a part or a service internally for accurate reporting and analytics.
In short, Only income accounts with the Sales of Product Income detail type are supported by QuickBooks’ API and will appear in Boatyard’s drop-down menu.
Why can’t I use a “Service/Fee Income” detail type with Boatyard?
Why can’t I use a “Service/Fee Income” detail type with Boatyard?
QuickBooks doesn’t allow apps to assign “Service/Fee Income” accounts when creating new items through the API. Because Boatyard creates new items automatically in QuickBooks, all items must use the “Sales of Product Income” detail type instead.
Boatyard still tracks whether an item represents a service or part internally, so your reports remain accurate — even though QuickBooks lists all items under the same income account type.
Invoice Questions
Why do the invoice totals not match in QuickBooks and Boatyard?
Why do the invoice totals not match in QuickBooks and Boatyard?
Generally, if there is a difference between the invoice in Boatyard and QuickBooks, it is related to the way a discount is applied to the order.
This is due to how each platform handles discounts in relation to sales tax. Boatyard applies the discount before calculating sales tax, which is standard practice. However, your QuickBooks might be set up to apply the discount after tax, which results in a higher total.
QuickBooks has a setting that controls when the discount is applied. If you update that setting to apply the discount before tax, the totals should match Boatyard's.
If you want the discount not to be applied to the taxed parts, we recommend they create a line item in the order for the discount and mark that line item as Tax Exempt. That way, the sales tax will be calculated on the full price of the parts and not the discounted price.
Why does my invoice number end in "-BY"?
Why does my invoice number end in "-BY"?
If you use QuickBooks Online with Boatyard, you may occasionally see an invoice number that ends in -BY, like this:
123-4568-BY
This is expected, and it does not affect your invoice in any way. Here is why it happens.
What causes it
QuickBooks Online automatically assigns invoice numbers to any invoice created directly inside QuickBooks, even invoices that have nothing to do with Boatyard. Sometimes QuickBooks uses a number that falls next in your Boatyard invoice sequence.
For example, if Boatyard creates an invoice in QuickBooks with the number 123-4567, QuickBooks may use 123-4568 for a completely unrelated invoice created inside QuickBooks itself.
When Boatyard later tries to create its own invoice using 123-4568, QuickBooks rejects it because that number is already taken.
How Boatyard handles it
When this happens, Boatyard automatically creates the invoice using the same number with -BY added to the end, for example 123-4568-BY. This lets the invoice get created right away, without any manual work on your end.
What this means for you
The invoice is valid and complete. The -BY suffix does not change the invoice amount, customer, or any other details.
No action is needed on your part.
You may notice the numbering pattern looks slightly different for that one invoice, but it will not repeat unless QuickBooks uses the same number again in the future.
Purchase Order Questions
Why are the POs for a provider not being sent into QuickBooks?
Why are the POs for a provider not being sent into QuickBooks?
Boatyard can send Purchase Orders (POs) directly to QuickBooks Online, but only if the QBO account supports and has Purchase Orders turned on.
Required QBO Subscription Tier
Purchase Orders are only available in plans that include Inventory Tracking, starting at the Essentials tier.
Customers on Simple Start cannot use POs, so Boatyard will not be able to sync POs to their QBO account.
How to Enable Purchase Orders
Make sure QBO is in Business View, then go to:
Gear → Account and settings → Expenses → Purchase Orders
Toggle “Use purchase orders” on, then save.