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.

Invoice Set up

Prepared for:

The Customer should be mapped to Quickbooks Customer.

Note: If the customer does not exist in Quickbooks, the Mapped QB customer should be left blank. This will trigger Quickbooks to create a new customer.

 

Invoice with Line Items vs. Invoice Total Only

The user has the choice to select which information from the invoice should export over to Quickbooks. It can be an Invoice with all price line items or an invoice with only the total price.

 

Invoice with Line Items:

All invoice line items must be mapped to a Quickbooks line item prior to exporting.

If the line item does not exist, it can be created by typing the new line item name on the Quickbooks side.

**If a line item is not mapped on the invoice, the invoice will not be exported and status will show as Unable to sync.**

 

 

 

 

 

 

 

Invoice Total Only:

Export the invoice total only. This should be used if the line items are not needed and only the total price. Prior to exporting, the user should check the Total flight cost has been mapped on the Quickbooks default line item mappings prior.

 

 

 

Once the invoice is saved the Invoice Status will show as "Flagged for Quickbooks export"

 

Pull up Quickbooks Desktop to initiate the sync, click on File then on Update Web Services.

 

 

Schedaero invoicing needs to be checked off, and the password entered then click on Update Selected.

 

*The export process might take a few minutes.

 

We highly suggest to NOT click on Auto-run sync. The reason being an unfinished invoice might export to Quickbooks.

 

Once the export is finished, the status will update by showing the Imported invoice and processed request number.

 

If a red message appears on Status, click on the View Log button, and please send the log notes to our Support team to troubleshoot the issue.

In Schedaero the Invoice status will update to Exported to Quickbooks.

 

The invoice exported to Quickbooks in Schedaero will now be a Read-Only PDF invoice.

**No changes can be made. Changes to the invoice can be made in Quickbooks but not in Schedaero.**

 

The invoice number in Schedaero is the invoice number exported to Quickbooks.

Customized Invoice numbers can only be assigned through Quickbooks once the invoice has been exported.