QuickBooks / Autotask Integration
Syncing General Ledger Accounts, Products
Managed services is a product in QB and a Service Code in AT
Products in QB are service codes in AT.
Add general ledger accounts in AT so the items will sync to the correct account in QB.
Mapping Quickbooks items to Autotask Products and Services
Mapping Work (Consulting and Labor, both hourly and flat rate)
Admin>Features and Settings>FINANCE, ACCOUNTING, & INVOICING>Billing Codes>Work Types
AT Work Types should match QB Items. (Otherwise AT creates the item in QB.)
Mapping Services
Admin>features and settings>PRODUCTS, SERVICES, & INVENTORY>Services
Terms
Terms should be set in Quickbooks by editing the customer. The invoice template used in Autotask has been set up by GGIT not to specify any terms because AT terms will override QB terms. (It is not possible to set up per-customer terms in Autotask.)
Troubleshooting
1. If some items won't sync and the error message is similar to this:
Reason: There was an error. 400 Invalid Reference Id Invalid Reference Id : An item in this transaction is set up as a category instead of a product or service.
In AT, go to Billing Codes>Material tab. Edit item to change the name. (Can just a a period.) It should now sync to QB. Sync again. Once you see the product/service in QB, edit the item's account so it's accurate.
2. In Autotask logs, QuickBooks error message:
You cannot set the quantity for items of this type. Unable to add all the expected objects (added/expected): 0/1
The type of item in QuickBooks requires a quantity of 0. Change the type to service (which does not require a quantity). This resolves the quantity error that occurred.
When the invoice transfers over, the amount of an item is zero.
Make sure the work type in the AutoTask time entry is filled in.
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