QuickBooks Online Integration for Work Orders

Work order invoices can be sent from Janitorial Manager to QuickBooks online using the integration.

Integrating & Mapping QuickBooks Online	FAQ
Sending Work Orders to QuickBooks Online
Data Mapping
Troubleshooting

Integrating & Mapping QuickBooks Online

If you haven't already integrated your QuickBooks Online account, click here.

Locations must be mapped to use use the QuickBooks Online integration with work orders. Employee mapping is not required.

Sending Work Orders to QuickBooks Online

On the portal site, go to Work Management > Manage Work Orders.
Select the Edit Pencil in the Actions column for a completed work order.
Selection the Actions tab.
Select Mark Work Order Invoiced.
- This action sends the invoice to QuickBooks Online.
If successful, the QuickBooks logo will appear next to the invoice number and in the Actions column.

Data Mapping

The table below shows how Janitorial Manager's data maps to QuickBooks Online invoice fields.

Janitorial Manager Work Order	QuickBooks Online Invoice
Completed Date	Transaction/Invoice Date
Scheduled Date	Shipping Date
Invoice Number	Document Number
Invoice Number	PO/Invoice Number
Service Fee	Line Item Rate
Service Fee	Line Item Amount
Service Description	Line Item Description (Line 1)
Work Description	Line Item Description (Line 2)

As an example, the work order below...

... would appear in QuickBooks Online as:

(This screenshot shows a QuickBooks Online printable invoice using default settings. Your company's invoice may not appear in the same format.)

Troubleshooting

If a work order’s Invoice Number already exists in QuickBooks Online, it will not sync successfully.
If invoiced work orders do not appear in QuickBooks Online, confirm that the JM location is mapped and try again.

FAQ

Question: If I receive payment in QuickBooks Online, will the work order change to the Invoice Paid status?

Answer: No. As a best practice, we suggest manually updating the work order status after the invoice has been paid in QuickBooks Online.

Question: Does employee labor or supply costs go anywhere in QuickBooks?

Answer: Employee labor and supply costs do not carry over to QuickBooks Online.

Question: I'm receiving an error when marking a work order as Invoiced.

Answer: Confirm that the work order's location is mapped. If the issue persists, please contact our Customer Support team for further instructions.

Question: My work order was successfully marked as Invoiced but I don't see it in QuickBooks Online.

Answer: Confirm that the work order's location is mapped to the correct customer. You can review mapping instructions by clicking here.

Question: Will resetting, recompleting, and reinvoicing a work order create duplicates in QBO?

Answer: No, the original entry updates if the invoice number remains the same.

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.