Other Settings

How Items Sync Between Jobber and QuickBooks Online

Overview:

Once you have set up your QuickBooks Online sync in Jobber, you can begin to sync different pieces of information.

Syncing is triggered manually so you have complete control of your business information in both systems. Anytime you want to sync click the QB icon in the top right of Jobber, and select Sync & Settings, then click ’Sync to QuickBooks'.

If an error occurs with your sync, you will be notified on the Sync & Settings page as well as by email. You can check out our QuickBooks Online Sync Error Messages article to learn how to resolve it.

This article will cover how the following items sync:

  • Clients
  • Properties vs Sub-Customers
  • Services & Products
  • Invoices
  • Payments
  • Timesheets


Sync Settings

In Jobber you can select which items you would like to sync with QuickBooks. To do this click to the QB icon > Sync & Settings

Clients must be synced between Jobber and Quickbooks, so they cannot be unchecked. 


Clients/Customers

  • Sync both ways between Jobber and QuickBooks
  • Only Active customers in QuickBooks will sync with Jobber

 

If you already have Clients entered in Jobber that exist as Customers in QuickBooks, there is a high risk your sync will create duplicate records. Before you sync clients for the first time, we strongly recommend that either your Jobber account or QuickBooks account is free of clients/customers. If you need help wiping out the existing clients in your Jobber account, contact us and we can help.

When a sync is taking place, Jobber looks at the First and Last Name fields to try and determine if they are the same client/customer.

  • QuickBooks is the source of truth for this sync, if changes need to be made to the Billing Address of a client it must be done in QuickBooks
  • If you’ve created a client without an email address in Jobber, it will sync to QuickBooks with the preferred delivery method set to 'Print'
  • Clients will appear as a Company in Jobber if there is only a Company name in QuickBooks and no first or last name, or if the Display name is different from the first and last name


Properties vs Sub-customers

In Jobber, a Client can have multiple Properties. In QuickBooks, a Customer can have multiple Sub-customers.

A Customer in QuickBooks will sync to Jobber as a Client. Sub-customers will sync to Jobber as Properties as long as the Sub-customer has a shipping address that is different than the Customer’s. While QuickBooks will let you create Sub-customers under Sub-customers, Jobber will only sync 1 level deep and will not be able to bring these over.

Any properties created in Jobber will not sync to QuickBooks.


Services & Products

  • Sync both ways between Jobber and QuickBooks
  • Only Active Services & Products in QuickBooks will sync to Jobber
  • QuickBooks is the source of truth for this sync, if changes need to be made to the name, description, or price, it must be done in QuickBooks
  • The Name field of the Service or Product will inform each program whether a new item needs to be created or is already exisiting
  • When a new item is created in Jobber or QuickBooks, it will appear as a service - in QuickBooks you can edit the service to show as a product after the item has synced over
  • Sub-items or categorized products and services are not able to sync from QuickBooks to Jobber


Invoices

  • Sync one-way from Jobber into QuickBooks
  • Invoices will only sync to Customers in QuickBooks, not to sub-customers
  • Jobber will sync: memo, due date, issued date, and line items on the invoice. The line items will appear on the QuickBooks invoice showing: name, description, quantity, dollar amount, and service date if available.
  • QuickBooks does not support one-off custom line items, so Jobber places these under a services called 'Custom Service' in QuickBooks and will add the name from Jobber into the item description

 

There are two ways that you can set up your invoices to sync.

1) Sync Selected Invoices - these will only be invoices that you have chosen specifically to sync to QuickBooks by clicking Actions > Push to QuickBooks from the invoice. 

2) Push Invoice to QuickBooks when marked sent - any invoices that have been marked as sent (no longer in Draft state) will be sent over to QuickBooks on your next sync

After an invoice has been synced, any edits made to it in Jobber will not sync over to QuickBooks. The only additional information synced after the initial invoice sync is when the invoice has been marked paid - the Paid status will update in QuickBooks.

If you have past invoices in your Jobber account that you need synced to your Quickbooks account, please get in contact with our Success Team at support@getjobber.com. 


Payments and Deposits

  • Sync one-way from Jobber into QuickBooks
  • Will appear as 'Unapplied funds' or 'Undeposited funds' and will need to be reconciled to your correct Chart of Accounts within QuickBooks
  • This is a one-time sync, if edits need to be made to the payment or deposit after a sync has been completed they will need to be edited manually in both programs

 

If an invoice is marked as 'Paid' in QuickBooks, that status will sync back to Jobber and the invoice will show as paid - no payments will sync to Jobber however and the client's account balance will not be the same as in QuickBooks. The only way to resolve this is by creating a payment in Jobber for that invoice. Because of this, we recommend that payments for invoices are recorded within Jobber to avoid manually entering the same information twice.

If you have past payments in your Jobber account that you need synced to your Quickbooks account, please get in contact with our Success Team at support@getjobber.com. 


Timesheet Hours


  • Sync one-way from Jobber into Time Tracking entries in QuickBooks
  • Must first be approved to be able to sync. To approve Timesheets go to Management > Approve Timesheets
  • Only the total hours a user has clocked for the day will sync to QuickBooks - specific times will not sync
  • User names need to be exactly the same in both Jobber and QuickBooks in order for Timesheets to sync

 

 

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