Smart Accounting Hub Item Settings and Mappings

NAVIGATION  Left Navigation Menu > Admin > Admin Categories > Smart Accounting Hub > Settings

IMPORTANT  Please review the information in Smart Accounting Hub for QuickBooks Online to ensure the integration is connected before configuring the settings on this page.

This page is dedicated to configuring the desired naming conventions for invoice and purchase order line items that this integration creates in your QuickBooks Item List. The settings will apply only when syncing new invoices or purchase orders.

NOTE  Saved changes that are applied after a sync has already occurred will not be retroactive.

Item Description
Labour

Define the item naming settings for any Labour items created in QuickBooks.

  • Work Type: This sets the created line item as the Work Type set in Autotask.

  • Role - Work Type: This sets the created line item as a combination of the roles and work types set in Autotask.

Services/Bundles

 

Define the item naming settings for any recurring services or service bundle line items created in QuickBooks.

  • Service/Bundle Name: This sets the created line item as the service or service bundle name found in Autotask.

  • Service Code: This sets the created line item as the Service Code set in Autotask.

  • Recurring Services - Service Code: This sets the created line item as a combination of the individual recurring service and Service Code set in Autotask.

Charges

 

Define the item naming settings for product charges created in QuickBooks.

  • Charge Name: This sets the created line item as the item name associated with charges found in Autotask. The integration will attempt to match to an existing item in QuickBooks.

  • Material Code: This sets the created line item as the Material Code set in Autotask.

Block Purchases

Define the item naming settings for Block Hour purchases created in QuickBooks.

  • Charge Name: This sets the created line item as the Block Hour purchase charge name as found in Autotask. The integration will attempt to match to an existing item in QuickBooks.

  • Material Code: This sets the created line item as the Material Code set in Autotask.

Retainer Purchase

Define the item naming settings for Retainer Contract purchases created in QuickBooks.

  • Charge Name: This sets the created line item as the Retainer purchase charge name as found in Autotask. The integration will attempt to match to an existing item in QuickBooks.

  • Material Code: This sets the created line item as the Material Code set in Autotask.

Ticket Purchases

Define the item naming settings for Ticket purchases created in QuickBooks.

  • Charge Name: This sets the created line item as the Ticket purchase charge name as found in Autotask. The integration will attempt to match to an existing item in QuickBooks.

  • Material Code: This sets the created line item as the Material Code set in Autotask.

Subscriptions

Define the item naming settings for Subscription items created in QuickBooks.

  • Subscription Name: This sets the created line item as the Subscription name as found in Autotask. The integration will attempt to match to an existing item in QuickBooks.

  • Material Code: This sets the created line item as the Material Code set in Autotask.

Expenses

Define the item naming settings for an Expense created in QuickBooks.

  • Expense Category Name: This sets the created line item as the Expense Category as found in Autotask.

Milestones

Define the item naming settings for Milestones created in QuickBooks.

  • Milestone Code: This sets the created line item as the Milestone Code as set in Autotask.

  • Milestones - Milestone Code: This sets the created line item as a combination of the Milestone name and the Milestone Code as set in Autotask.

Contract Setup Fee

Define the item naming settings for Contract Setup Fee line items created in QuickBooks.

  • Recurring Services - Setup Fee: This sets the created line item as the as a recurring service setup fee. The fee originates from creating a new Recurring Service Contract.

The Customer and Vendor mapping pages are dedicated to mapping Autotask organizations and vendors to QuickBooks Online. Customer mappings affect the syncing of invoices and payments. Vendor mappings affect the syncing of purchase orders.

Mapping Autotask organizations or vendors to QuickBooks Online is optional. During syncing, if no mappings are found, the Smart Account Hub will attempt to automatically establish mappings by matching the organization name to a QuickBooks customer display name.

Mappings that are applied on these pages are applied only to new invoices, purchase orders, or payments. They are not retroactive.

Complete the following steps to manually map an Autotask Organization or Vendor in the Smart Accounting Hub to QuickBooks:

  1. Click Customer Mappings or Vendor Mappings.

  2. In the Search bar, type the name of an Organization or Vendor and click Search. The search function will attempt to locate a match based on your text input.

  3. Select the checkbox to the left of the Organization or Vendor that you wish to map to QuickBooks.

    NOTE  Multiple organizations or vendors can be mapped to a single QuickBooks Customer or Vendor.

  4. Click Map to Customer or Map to Vendor.

  5. In the pop-up window that appears, type the name of the Organization or Vendor. When matches are found, a dropdown will appear with the available options.

  6. Select the Organization or Vendor and click Save.

  7. After a selection is saved, the Organization or Vendor will appear on the mapping page.

To delete a mapping:

  1. Navigate to the Customer Mappings or Vendor Mappings page.

  2. Locate the Organization or Vendor under the QuickBooks Customer or QuickBooks Vendor column and click the icon.

The Expense Mappings page is dedicated to mapping Autotask Expense Categories to QuickBooks Online GL Accounts. Expense Mappings affect the syncing of Expense Reports.

NOTE  We recommend mapping both Billable (Reimbursable) and Non-Billable (Non-Reimbursable) Expenses. Unmapped Expense Categories will not sync to QuickBooks.

Mappings that are applied on this page are applied only to new expense reports. They are not retroactive.

Complete the following steps to manually map an Autotask Expense Category in the Smart Accounting Hub to QuickBooks:

  1. Navigate to the Expense Mappings page.

  2. Click the Billable Expenses or Non-Billable Expenses tab.

  3. In the QuickBooks Account column, click on the corresponding line item of the Expense Category you wish to map.

  4. From the dropdown list, select an available QuickBooks Account.

  5. To save your selection, click the icon. To remove your selection, click the icon.

  6. Repeat steps 3-5 to map other Expense Categories.

To delete a mapping:

  1. Navigate to the Expense Mappings page.

  2. Locate the QuickBooks Account under the QuickBooks Account column and click the icon.

The Line of Business Mapping and Filtering page is dedicated to mapping your Autotask Lines of Business to QuickBooks Online Classes. These mapping selections will control which Autotask transactions (invoices, purchase orders, or expense reports) will be seen and synced by the Smart Accounting Hub.

Mapping lines of business to classes is optional. Mapping an Autotask Line of Business to a QuickBooks Class will force the Smart Accounting Hub to ignore transactions with unmapped lines of business. If no mappings are selected, then all transactions will be available to sync based on any already configured settings.

Mappings that are applied on this page are applied only to new transactions. They are not retroactive.

Complete the following steps to manually map an Autotask Line of Business in the Smart Accounting Hub to QuickBooks:

  1. Navigate to the Lines of Business page. A listing of existing lines of business will auto populate.

    NOTE  If no Autotask lines of business or QuickBooks classes exists, a message will appear to highlight which is missing.

  2. In the QuickBooks Class column, click on the corresponding line item of the Line of Business you wish to map.

  3. From the dropdown list, select an available QuickBooks Class.

  4. To save your selection, click the icon. To remove your selection, click the icon.

  5. Repeat steps 2-4 to map other lines of business.

To delete a mapping:

  1. Navigate to the Lines of Business page.

  2. Locate the QuickBooks Class under the QuickBooks Class column and click the icon.

The Custom Field Mapping page is dedicated to mapping your QuickBooks custom fields to Autotask invoice fields.

Mapping QuickBooks custom fields to Autotask invoice fields is optional. This page will only display data if you have created QuickBooks custom fields.

Mappings that are applied on this page are applied only to new invoices. They are not retroactive.

Complete the following steps to manually map a QuickBooks Custom Field in the Smart Accounting Hub to Autotask:

  1. Navigate to the Custom Fields page. A listing of existing custom fields will auto populate.

  2. In the Autotask Field column, click on the corresponding line item of the QuickBooks Custom Field you wish to map.

  3. From the dropdown list, select an available Autotask Field.

  4. To save your selection, click the icon. To remove your selection, click the icon.

  5. Repeat steps 2-4 to map other custom fields.

  6. To delete a mapping:

  7. Navigate to the Custom Fields page.

  8. Locate the Autotask Field under the Autotask Field column and click the icon.

The My Invoices page is dedicated to manually searching for one or multiple invoices for the purpose of syncing or re-syncing, if necessary.

This tab allows you to search for invoices that exist within a selected time frame.

  • Use my settings to search for eligible invoices: Select this option to search only for invoices based on your current Invoice Max Age setting. Refer to Smart Accounting Hub Invoice Settings for QuickBooks Online.

  • Search for invoices by create date: Select this option to search for all invoices created after a specific date.

Column Description
Selection Checkbox

Allows the selection of one or more invoices to clear the sync status.

  • If QuickBooks generates your invoice numbers, the Autotask Invoice Number field will be cleared.

  • If Autotask generates your invoice numbers, the Autotask Invoice Number field will reset to its original invoice number value.
Id Displays the associated Autotask Invoice ID.
Sync Status

Displays the sync status of invoices between Autotask and the Smart Accounting Hub.

  • Synced: Indicates the sync was completed successfully.

  • In Progress: Indicates the invoice is in the process of syncing or waiting to be synced.

  • Error: Indicates an error has occurred between Autotask and the Smart Accounting Hub.
Sync Date Displays the date the invoice synced (Web Service Date) to QuickBooks.
Invoice Number Displays the assigned Invoice Number based on sync settings at the time. Refer to Smart Accounting Hub Invoice Settings for QuickBooks Online.
Total Displays the total amount of the invoice at the time of the sync.
Created Displays the date the invoice was created in Autotask.
Paid Displays the date the invoice was marked as paid in QuickBooks.
Action Click the sync button to sync a single invoice to QuickBooks.

This tab allows you to test (mimic a live sync) or live sync an invoice to QuickBooks.

  • Autotask Invoice ID: Enter the Autotask Invoice ID of the invoice to be synced to QuickBooks.

    IMPORTANT  Do not use the Autotask Invoice Number.

  • Mode: Select a syncing option for the Autotask invoice.

    • Test: This simulates the sync process without creating an invoice in QuickBooks. This allows you to identify errors in your settings that may prevent a sync and is a safe way to test without overriding existing data in QuickBooks.

    • Live: This syncs the invoice to QuickBooks. If selected, you will be prompted with the sync options below:

      • Sync it again: If the Smart Accounting Hub finds that the selected invoice has already synced to QuickBooks, this will overwrite the previous Autotask Invoice Number.

      • Do not process: This option will not sync a new invoice but will display the results of the attempted sync.

  • Sync this invoice to QuickBooks: Click this button to initiate a sync based on the settings above.

  • View Results: This option becomes available after an attempted sync of an invoice. Clicking the button opens up the View Logs page. Refer to View Logs for more information.

The View Logs page is dedicated to viewing the status of synced invoices, purchase orders, or expense reports. The information can be helpful in troubleshooting potential issues.

To access the logs, click View Logs.

The log will display up to the last 25 synced items per page. You can filter and sort data by columns.

Click Details in the Actions column to display a detailed activity log of the selected transaction.

The top half of this page is dedicated to assist in pinpointing data sync errors based on the associated field. It displays the fields that synced or attempted to sync to QuickBooks.

The bottom half of this page displays the Job Transcript. The Job Transcript lists every step taken during the transaction's sync to QuickBooks. This is useful for you and other support resources in finding which step of the sync failed or caused an error.

From the Details page, click View Raw Data to view the entire activity log's source code to provide support assist with any further troubleshooting.

Click View Formatted Data to return to the Details page.