This article contains the following:
Setting up your QuickBooks and GeoOp Integration
When logged in as an Administrator, go to the Settings Cog in the navigation bar and click on "Integrations" in the menu. You will see the QuickBooks logo, click on "Setup". In the popup window, tick Enable QuickBooks, then click Save.
Follow the process as instructed on the QuickBooks site to link your accounts. Linking the accounts automatically imports the Customers, Products, Services and Tax Codes.
Also depending on which version of QuickBooks Online you use GeoOp will interact slightly differently:
Essentials - Does not support inventory management and therefore all Products and Services become Charges within GeoOp.
Plus - This version supports inventory management and therefore Products become Parts and Services become Charges"
Top Tips
The best practice is to set-up your Products, Services, Customers and Tax Codes in QuickBooks Online account. These can then be synced (copied across) to GeoOp.
If you make a mistake at any point, or if you wish to deactivate your Integration, simply click the logo again, untick Enable, then click Save.
QuickBooks <> GeoOp Field Mapping
QuickBooks and GeoOp have different naming conventions. Below is a list so that you can familiarise yourself with the difference between the software
QuickBooks | GeoOp |
Products | Parts |
Services | Labour Charge |
Customers | Clients |
Tax codes - The tax codes will be applied to the invoice as a whole and not individual items.
QuickBooks Clients and Parts
Clients/Customers
If you add a new client in GeoOp this Client will be imported to QuickBooks as a Customer on the creation of an Estimate/Invoice. If you have added Customers into QuickBooks after the initial integration they will not be synced with GeoOp until you re-sync by manually importing, shown below.
Parts
If you add a new Service or Product into QuickBooks after the initial integration you must manually import these into GeoOp to create Estimates or Invoices using these Products or Services.
You manually import or sync your Parts or Charges by going to the settings cog in the navigation bar and then either selecting parts or charges respectively and then selecting the import button.
Top Tips
With QuickBooks Essentials synced all Products and Services are imported as Charges
If you add a Service in QuickBooks Plus, click import to add these as a Charge in GeoOp
If you add a tracked inventory product in QuickBooks Plus, click import to add this as a Part in GeoOp
QuickBooks and Tax Rates
These are imported directly from QuickBooks, on initial integration. To manually import got to Invoicing in the navigation bar and then go to three dots in the top right and click on "Settings"
Invoicing with QuickBooks
Creating an Estimate/Invoice from GeoOp Desktop
This can be done from a single Job record (see below) or by going to Jobs/Invoicing, selecting any jobs you wish to Invoice and clicking "Send to QuickBooks"
Creating an Estimate/Invoice in the App
Within the job you want to create an invoice click "+" and you will be given the option to "Invoice"
This will create an Invoice within QuickBooks and store a copy of this with the Job in GeoOp.