Finance

Description

Schedaero offers an integration with QuickBooks Online that allows members to export their invoices directly into their QuickBooks Online account for reconciliation.

Benefits

• Send accurate trip invoices directly into QuickBooks Online

• Save time and eliminate the need for double-entry

How to get started

The first step is to contact your Customer Success Manager and request that your account's integration be turned on.

Integration setup

Go to the Company→ Settings page to locate the QuickBooks tab.

Select "Online edition (Harmony)" from the QuickBooks Integration drop-down, then save.

To establish the connection between Schedaero and Quickbooks, click “Connect to QuickBooks.”

A pop-up window for Intuit will open, and you must enter your QuickBooks Online credentials (We highly recommend a shared login). Once the credentials are entered, there will be a couple of windows requesting permission for Schedaero to access your QuickBooks account that needs approval.

The system might take a minute or so to establish the connection.

Once the connection is established, you must initiate the initial sync by clicking “Perform Initial Sync.” The sync will import your data from QuickBooks into Schedaero, including your list of accounts, customers, and invoice line items, making them available to map to the corresponding Schedaero information.

When the initial sync is finalized, you can check if the sync was completed successfully by reviewing the connection status, last sync version, last sync date/time (In UTC), and last sync result.

Next, you can set your sync preferences for when you start exporting your invoices:

Retrieve QB Customer List: Checking this box allows the integration to continually retrieve any new customers added to QuickBooks every time the systems sync.

Export Invoice Summary: The Schedaero trip number, trip itinerary, and tail information will appear in QuickBooks under the Message or Memo field on the invoice, or you can select for it to show in both fields.

Export Invoice Date: Select from Invoice creation date, Trip departure date, or Trip completion date.

The final step is to map your QuickBooks items to Schedaero. You can map your QuickBooks customers, line items, and invoice classes (if you use them) to the corresponding information in Schedaero.

Default Line Items Mapping: Here, you can start mapping your Schedaero pricing line items to the corresponding line item in QuickBooks.

Note: these line items can also be mapped within an invoice, and not every line item must be mapped, only the ones you will be using in exported invoices.

The dropdown next to the Schedaero line item will list the line items retrieved from QuickBooks for you to select which you want to map. Suppose a matching line item does not exist in QuickBooks yet. In that case, you can create a new one by typing the name of the line item in the QuickBooks line Item field and then either hit “tab” or click anywhere outside of the text box to open another dropdown where you can select the account you want to use for the new line item.

Remember to hit “Save” at the bottom of the page once you are done mapping the line items.

Mapping customers

Your customer records in Schedaero will now have a QuickBooks mapping option to merge the customer in QuickBooks with customer profiles in Schedaero. You can also map your customers within an invoice.

Mapping your customers from their customer record:

Mapping your customer from an invoice:

Exporting an invoice

Invoices can be exported from the invoice tab within a scheduled trip or from the invoices list under Trips > Invoices.

Setting up your invoice for export:

• The customer should be mapped to a QuickBooks Customer.

• Map your invoice class.

• Select the “Export to QuickBooks” checkbox
  
  

Export total only: This should only be checked if you do not want the individual line items to be exported and only want a single line with the total price to be exported to QuickBooks.

Make sure all pricing line items are mapped to a QuickBooks line item. The invoice will only export if any line items are mapped.

Once the invoice is saved, the Invoice Status will show as “Flagged for QuickBooks export.”

Click on “Export to QuickBooks” to initiate a sync to export all invoices flagged for export.

Once exported, an invoice can no longer be edited in Schedaero and will only be available to download or email as a PDF. Changes to the invoice can only be made in QuickBooks after it’s been exported.