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Service Geeni allows seamless integration with QuickBooks. You can use the integration package to push sales and purchase transactions directly from Service Geeni to QuickBooks, automating financial records and reducing manual data entry.
QuickBooks integration works very very similar to Xero.
Log into Service Geeni and QuickBooks
To start things off:
Open Chrome and log into your Service Geeni account.
Next, you can open a new tab or window and log into your QuickBooks account.
Open the QuickBooks login page.
Enter your credentials.
Log in.
Note: Once QuickBooks and Service Geeni are linked you don’t need to have QuickBooks open.
Great! Now that you are logged into both accounts let's walk through the necessary steps to link them.
Setup the Accounts Link
Step 1: Configure Account Package Information in Service Geeni
Next, you need to configure the Account Package information in Service Geeni.
To do this, go to your System Settings. They are located within the settings cog at the top right of the screen.
Click on Settings and select System Settings.
Then, go to the Company Address tab.
When the page opens, you will land on the Company Address page.
Scroll down to the Account Package Integration Profile section at the bottom of the page.
At the bottom of the window click Edit.
Select QuickBooks from the dropdown.
To Synchronize Customers and Suppliers from QuickBooks into Service Geeni ticket the below boxes.
Tick Check box "Accounts Package Integration Profile - Synchronize Customers"
Tick Check box "Accounts Package Integration Profile - Synchronize Suppliers"
Then, click the Sign In to QuickBooks button.
If you are not already logged in to QuickBooks an alert will pop up prompting you to enter your QuickBooks login credentials.
This will open up an external window.
Click Connect.
Your account will now be linked.
After allowing access the window should close.
Head back to the Service Geeni page and click Save to store your QuickBooks credentials and connection preferences.
You will receive an email from Intuit.
Verifying the link to QuickBooks is Activate
Now that the link is made, QuickBooks will be the master for Customers and Suppliers.
To check if Service Geeni is linked to QuickBooks, you can just go to the Customer or Suppliers section in Service Geeni.
Here you will see the Sync From QuickBooks button.
Congratulations! You have now successfully linked QuickBooks to Service Geeni.
Continue with the next steps to make sure the integration is set up properly.
Step 2: Sync Payment Terms from QuickBooks to Service Geeni
You can now start to sync the Payment Terms between the two.
Let's begin by viewing the Payment Terms In QuickBooks.
From the QuickBooks Dashboard:
Go to Settings cog.
Find the Lists column.
Then, click All Lists.
From here select Terms.
Alternatively, you can go to:
Account and Settings.
Then select Sales from the list.
Take note of the Preferred invoice term, e.g., "Net 30."
Now that you have taken note of the QuickBooks Preferred invoice term, head back to Service Geeni to set them up.
Applying the Preferred invoice terms in Service Geeni
You can apply these terms from the Customer Details section.
To get there:
Head to System Settings.
Then, navigate to the System Defaults tab.
Scroll down to the Customer Details section.
You now need to set the value of the Payment Terms to the same as QuickBooks.
Click on the ellipsis (...), and a new window will open. Here, you can choose an existing Payment Term or create a new one with the +Add button.
Fill in the payment term fields for:
Payment Term
Days
Term Type
Once completed click Save.
The window will close and you will be taken back to the Select Payment Terms dialog box.
Click the Add button again to add all the Payment Term values (available in QuickBooks) to Service Geeni.
If the values are the same, skip this step. If they are not, continue until they are.
Step 3: Set Up Nominal Codes for Sales and Purchases
Nominal Codes are used to organise financial accounts (like sales, expenses, etc.). In QuickBooks, they are called "Account Numbers" in the Chart of Accounts. QuickBooks don't use the term "Nominal Codes", but they work the same way.
Nominal Codes (or Account Numbers) help connect the two systems so that transactions (e.g., sales) are posted to the right account in QuickBooks. Classes in QuickBooks are extra labels you can use to group and categorise transactions. For instance, you could use classes to track sales by department, location, or project.
To start with:
Make sure the Enable account numbers button is turned on.
Then, in QuickBooks:
Navigate to Settings.
Accounts and Settings
Advanced
And locate Chart of accounts.
Using the pen icon, you can change the toggle to ON.
Tick the check box to Show account numbers.
Click Save and the status will change to On.
Note these codes down.
Configure Sales and Purchase Codes:
In QuickBooks, to view your Sales Code and Purchase Code head to:
Chart of Accounts.
Your QuickBooks may look different from the one below, where the Account Number is the nominal code. (the below is for illustration only).
Then, head back to Service Geeni:
Go to Stock Enquiry.
Edit Stock and assign the Sales Code as Sales Analysis Code and the Purchase Code as Purchase Analysis Code.
Specify Default Payments
For the default payments to work properly, you must make the default payment settings for Service Geeni and QuickBooks the same.
To do this:
Head to QuickBooks.
Go to Settings.
All Lists
Payment Methods
Alternatively, you can go to:
Then Invoice Settings.
In the new window click Default Settings.
A window will open up – Here you must match the settings to Service Geeni.
Head back to Service Geeni and click the System Defaults tab (within the Settings cog).
The contents of the System Defaults tab are displayed here.
Step 4: Sync Customer and Supplier Profiles
Service Geeni auto-syncs customers and suppliers with QuickBooks periodically. It is good practice to verify that the profiles in QuickBooks and Service Geeni are synchronised.
Note: Newly added profiles in QuickBooks will also automatically sync to Service Geeni without manual intervention
In the Customer Details section, you can set the Payment Terms, Currency Code, Repair, Service and Inspection Charge codes, Invoicing options, Priority level and Country.
Set the value of the Payment Terms field to the same as in QuickBooks.
Skip this step if the values are the same. If the values are not the same, click on the ellipsis and a new window will open.
Click on the Add option.
Enter the payment term details such as Payment Terms, Days, and Term Type.
Once completed click Save.
The window will close and you will be taken back to the Select Payment Terms dialog box. Click the Add button to add all the payment term values (available in QuickBooks) to Service Geeni.
Step 5: Adding Purchase & Sales VAT for Transactions
For each VAT profile in Service Geeni, you need to set the QuickBooks Purchase Tax Rate Name and QuickBooks Sales Tax Rate Name (if needed).
This step links VAT profiles in Service Geeni to QuickBooks’s VAT for income and expense transactions.
The names for VAT profiles registered in QuickBooks may differ from those in Service Geeni.
Also, a VAT profile in QuickBooks may have two different rates for purchase and sales-related transactions whereas a VAT profile in Service Geeni has only one rate.
Configure VAT Profiles:
To start configuring the VAT profiles:
Head to the System Defaults page under System Settings.
Using the ellipsis in the VAT Code field, you can select, alter, or add a new VAT Code.
A window will pop up where you can alter existing VAT Codes or create a new one using the + Add button.
To edit an existing one click the edit icon in the Action Tray.
Enter the QuickBooks Purchase Tax Rate Name and QuickBooks Sales Tax Rate Name. These should be the same ones as specified in QuickBooks.
Congratulations! You have successfully integrated your QuickBooks account.
Next Steps
For the next steps within Service Geeni, check out the below articles:
Once you have completed all these steps your account package will be linked to QuickBooks.