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QuickBooks Desktop Integration Checklist

Integrations


First determine how you track unique construction projects using your QuickBooks account. Do you use customers or jobs to track separate projects in QuickBooks?

If you track your project invoices directly under customers in Quickbooks, choose the first option  (“A customer in QuickBooks should be imported as a project in Levelset”). This will create separate projects in Levelset for each of your customers and will import the customer invoices to this project.

If you use jobs to keep track of project invoices in Quickbooks, choose the second option (“A job in QuickBooks should be imported as a project in Levelset”). This will create a project in Levelset for each job under each of your customers. Invoices listed under each job will be sent to the corresponding project in Levelset.

 

Helpful Hint: A “project” in Levelset is any time you are working at one job site address and are hired by one customer. If you are hired by two different companies to work on the same job site, this would be two different projects in Levelset. If you are hired by the same customer on two different job sites, this would be two different projects in Levelset. Levelset uses the QuickBooks ship-to address as the job site address.

If you import QuickBooks jobs as projects in Levelset (most common):

Job shipping address must be filled in with full street address, city, state, and zip.  The shipping address will be used as the job site address in Levelset. If no shipping address is populated, the project will not import to Levelset.

Customer must have a full mailing address entered in the Bill To field.

Customer Name should be entered in the Customer Name field in QuickBooks. It should not be entered in the Invoice/Bill To box. This box should be reserved for customer mailing address info.

Optional: Use QuickBooks job status to limit which projects sync over to Levelset

Job statuses are one way to control which projects come over to Levelset. You can edit the Job Status under the Job Information page.

If you import QuickBooks customers as projects in Levelset:

Customer should be active. Inactive customers will not be synchronized. Customers are active by default in QuickBooks so this is usually not an issue.

Customer billing address should be filled in with full street address, city, state, and zip.

Customer Name should be entered in the Company Name field in QuickBooks. It should not be entered in the Invoice/Bill To box. This box should be reserved for mailing address info.

Ship-to address should also be filled in with a full address. The ship-to address will be used as the job site address in Levelset. If no ship-to address is populated, the project will not import to Levelset.

Invoices Sync

  1. All paid and unpaid invoices will be imported.
  2. If the invoice balance changes in QuickBooks or the invoice becomes paid, it will be updated in Levelset.
  3. If an invoice is deleted in QuickBooks, it will not be deleted in Levelset automatically.