Switching to QuickBooks Online (for existing organisations only)

This help article is intended for Jobman organisations that were created before 27th May 2024 or have previously been connected to a different accounting platform.

If this does not apply to you, please refer to our Connecting to QuickBooks Online guide.

In this article we will outline each of the settings you'll need to review before connecting to QuickBooks Online (QBO).

Before making any changes, ensure you are not currently connected to an accounting provider.

You can check your connection status at Settings > Accounting > Integration.

Integration Settings

Navigate to Settings > Accounting > Integration > Update

Double check your preferences, ensuring you have:

  • Selected "QuickBooks Online" as the driver.
  • Unchecked Staff and Timesheets under Automatic Sync

Contact Types

Navigate to Settings > Contacts > Types

Ensure that any contact types that should be synced as "Vendors" in QuickBooks Online have the "Is Supplier" flag enabled.

Any Jobman contacts that do not have the "Is Supplier" flag enabled on their selected contact type, will be synced to QuickBooks Online as a Customer instead of a Vendor.

We also recommend checking your Contacts list to make sure the correct contact types are selected before connecting.

Invoice Types

Navigate to Settings > Accounting > Invoice Types

Go through each of your Invoice Types and make sure the "Code" field is set to either "Invoice" or "Bill".

This will be used to determine if the Jobman Invoice will be created in QuickBooks online as a Bill (expense) or Invoice (incoming)

Note: The "code" field is case sensitive.

Invoices with a type other than "Invoice" or "Bill" will not sync with QuickBooks Online.


IMPORTANT:

For the following sections (Tax Types, Accounts, Invoice Types, Invoice Item Types), there are two different approaches available. Please read each approach carefully as this can impact your existing data in Jobman.

Approach A: Editing your existing types/accounts in Jobman to match QuickBooks Online.

If you are actively using Jobman for Quoting, Invoicing or Purchase Ordering, we strongly suggest choosing this approach so that your existing Quotes/Invoices/Purchase Orders will not need to be modified in order to sync with QBO.

Any types/accounts that are missing in Jobman can be created.

Note: If you are choosing Approach A, you can follow the guides for each section without any additional steps.


Approach B: Deleting your existing types/accounts in Jobman and creating them from scratch to match QuickBooks online.

This approach is only advised if you are not currently using Jobman for Quoting, Invoicing or Purchase Ordering.

Choosing this approach will mean any Invoices/Bills using existing types/accounts (or created from Quotes/Purchase Orders with the existing types/accounts) will not be able to sync with QBO until they have been updated to use your new options.

Note: If you are choosing Approach B, you will need to perform the following actions for all of the following sections:

Before: Navigate to the settings for the section, select all records in the grid using the checkbox column on the left, click the "With Selected" dropdown at the top right, then click "Delete".

After: Check any existing Quotes/Invoices/Purchase Orders and update them to use the newly created type(s)/account(s).

Any steps that refer to checking existing Jobman options can be ignored.

Tax Types

Navigate to Settings > Accounting > Tax Types

In a separate tab, log in to your QuickBooks Online account and navigate to your Sales Tax Rates. (This will vary based on your country, for example in Australia this is under GST > Edit GST > Edit Rates, and in Canada it's under Sales Tax > Manage Sales Tax.)

Step 1:

Go through each Tax Type in Jobman and update the "Code" field to exactly match the name of the relevant Tax Rate in your QuickBooks Online account.

(Multiple Tax Types in Jobman can link to the same Tax Rate in QBO.)

Step 2:

Go through each Tax Rate in QBO and make sure that you have a tax type in Jobman that matches on the "Code" column, and ensure the rate percentage is correct.

Note: The "code" field of the tax type in Jobman needs to exactly match the name of the QBO tax rate in order for them to link.

Tip: In QuickBooks Online you can click on each tax rate to see whether it applies an income tax rate and/or an expense tax rate to make sure you are linking to the correct tax rate.

For additional information on Tax Types, please see our full Connecting to QuickBooks Online guide.

Accounts

Navigate to Settings > Accounting > Accounts

In a separate tab, log in to your QuickBooks Online account and navigate to Transactions > Chart of accounts

Step 1:

Go through each Account in Jobman and update the "Code" field to exactly match the name of the relevant Account in your QuickBooks Online account.

Step 2:

Go through each Account you plan to use in QBO and make sure that you have an Account in Jobman that matches on the "Code" column.

Note: The "code" field of the Account in Jobman needs to exactly match the name of the QBO account in order for them to link.

For additional information on Accounts, please see our full Connecting to QuickBooks Online guide.

Invoice Item Types

Navigate to Settings > Accounting > Invoice Item Types

In a separate tab, log in to your QuickBooks Online account and navigate to Sales > Products & Services

Step 1:

Go through each Invoice Item Type in Jobman and update the "Code" field to exactly match the SKU of the relevant Product/Service in your QuickBooks Online account.

Step 2:

Go through each Product/Service you plan to use in QBO and make sure that it has an SKU set.

Additionally, ensure you have an Invoice Item Type in Jobman that matches the SKU on the "Code" column.

Note: The "code" field of the Account in Jobman needs to exactly match the SKU of the QBO account in order for them to link.

Step 3:

Check to see if you have an invoice item type with "Rounding" enabled - if one does not exist, create a new Invoice Item Type in Jobman with the following settings:

  • Name: Rounding
  • Code: ROUNDING
  • Account: (leave blank)
  • Tax Type: (select one of your tax-free income tax types, e.g. "GST Free")
  • Rounding: yes
  • Rounding for Payable: no

Step 4:

Check to see if you have an invoice item type with "Rounding for Payable" enabled - if one does not exist, create a new Invoice Item Type in Jobman with the following settings:

  • Name: Rounding (Expense)
  • Code: ROUNDING-PAYABLE
  • Account: (leave blank)
  • Tax Type: (select one of your tax-free expense tax types, e.g. "GST Free Purchases")
  • Rounding: no
  • Rounding for Payable: yes

Note: These rounding invoice item types will be created in QuickBooks online on your behalf.

For additional information on Invoice Item Types, please see our full Connecting to QuickBooks Online guide.

That's all! You should now be ready to connect to QuickBooks Online. Read the Connecting to QuickBooks Online guide to get started.

For additional information, please see our Troubleshooting section for QuickBooks Online.

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