Sync Service Items with Quickbooks

TABLE OF CONTENTS

• How are Service Items Created within QuickBooks Online?
• Why are there two variances of the Same Service Item in my QuickBooks Products and Services Report?
• What Happens if I Amend a Service Item Long Description in Pet Sitter Plus?

How are Service Items Created within QuickBooks Online?

When your financial transactions are synced from Pet Sitter Plus to QuickBooks Online, the integration module will generate the required service item data in QuickBooks, as and when it is required. This means you only need to create service items in Pet Sitter Plus and you do not need to create them in QuickBooks as well. 

Once an Invoice has been created and synced with QuickBooks Online, the integration checks if the Service Item already exists in QuickBooks. If it does, then a new Service Item is not created. If the Service item is not listed in QuickBooks, then a new Service Item is created as seen below:

Service Items created in Pet Sitter Plus can be viewed in your QuickBooks Online account via the Sales > Products & Services Report as shown below:

There are some subtle differences between Pet Sitter Plus and QuickBooks in terms of how service items are created and utilized by each system.

In Pet Sitter Plus:

• Service Items (such as Dog Walks) are created by the user and then scheduled into service orders.
• Invoices are then created from the information stored on the service order, which themselves contain a detailed list of services.
  
  

In QuickBooks: 

• Detailed, itemized Invoices are created by direct synchronization with equivalent Invoices in Pet Sitter Plus.
• Service orders (which exist in Pet Sitter Plus) are not required or created in QuickBooks.

Why are there two variances of the Same Service Item in my QuickBooks Products and Services Report?

For each service item that is created in Pet Sitter Plus, there could be two equivalent service items generated in QuickBooks. 

The QuickBooks integration module creates service items automatically in QuickBooks as and when they first appear on an invoice being synchronized. So if a particular service never appears on an invoice in Pet Sitter Plus, the service item will never be created by the integration in QuickBooks. 

For example, if you never cancel a particular service in Pet Sitter Plus, then the “Cancelled” variants of that service item will not be created in QuickBooks

Examples of how Service Items are represented in both Pet Sitter Plus and QuickBooks Online

In Pet Sitter Plus:

The service item "Dog Walk, 1 Dog, 30 Mins" can be either “scheduled”, “cancelled” or “voided” 

In QuickBooks:

Depending on the action, the same Service items may be created in two differing states: 

• Dog Walk, 1 Dog 30 Mins 
• Dog Walk 1 Dog, 30 Mins CANCELLED 
• A voided service item will not be created as a Service Item in QuickBooks as it will already have been removed directly from the Invoice when synchronized with Pet Sitter Plus.

What Happens if I Amend a Service Item Long Description in Pet Sitter Plus?

If you need to adjust the description of a service that already exists in Pet Sitter Plus, this is possible, but such a change will create a new service item and a new line of reporting in QuickBooks. 

Example 

In Pet Sitter Plus you change:

Dog Walk, 1 Dog, 50 Mins 

to 

Dog Walk, 1 Dog, 50 Minutes

In Pet Sitter Plus:

• There will be one service item. 
• All services on historic and future orders will be renamed as Dog Walk, 1 Dog, 50 Minutes. 
• All historic invoices in Pet Sitter Plus will contain the old description of Dog Walk, 1 Dog, 50 Mins.
• All newly created invoices in Pet Sitter Plus will contain the new description of Dog Walk, 1 Dog, 50 Minutes.

In QuickBooks: 

• The renaming of the service item in Pet Sitter Plus will trigger the creation of a new, separate service item in QuickBooks. This new service will be created when the new service description appears on an invoice for the first time (and is synchronized).
• All historic invoices in QuickBooks will contain the old description of Dog Walk, 1 Dog, 50 Mins. 
• All new invoices synced in QuickBooks will contain the new description of Dog Walk, 1 Dog, 50 Minutes. 
• Service Analysis Reporting will report separately for each service.

Info: Further reading:
Understanding the QuickBooks Integration
Does the QuickBooks Online Integration Sync Both Ways?
What information is synchronized with QuickBooks Online?
How is my data stored in QuickBooks?