QuickBooks

info

We'd advise you check out our page detailing how all our accounting integrations work here, before learning about the specific details of the QuickBooks accounting integration.

Features

Custom Fields

QuickBooks lets you define custom fields on invoices to store data specific to your needs. There are two cases where JobStaq will attempt to fill custom fields for you:

• Job number: any custom field which has a name containing job
• Customer reference: any custom field which has a name containing reference

QuickBooks provides instructions in their help center on how to manage custom fields here.

Limitations

CIS Support

The interface QuickBooks provides for external developers to use does not fully support the Construction Industry Scheme (CIS), limiting JobStaq's ability to manage customers and invoices where CIS is applicable.

To use CIS rates on invoices, the customer must firstly be marked as "Is CIS contractor" - any invoices using CIS rates for customers without this checked will fail to sync. QuickBooks does not allow external applications to toggle this field, so this must manually be updated from QuickBooks. The developer feature request for this feature can be found here.

On invoices themselves, JobStaq will import CIS rates from QuickBooks when enabled for you to apply to line items. These will sync to QuickBooks, however, invoices created via third-party apps will not correctly set the "Less CIS" field on the invoice for deductions.
For each invoice with CIS deductions, you will need to view the invoice on QuickBooks, and modify the invoice (eg. increase and then decrease the quantity of a line item) so this field is re-calculated.

There are a number of posts on the QuickBooks developer forum regarding this [1][2][3], and the current solution from QuickBooks is to manually edit every impacted invoice through their software. The developer feature request for this feature can be found here.

These CIS limitations impact any software provider integrating with QuickBooks, so we'd encourage anyone impacted to:

1. Reach out to QuickBooks support to let them know this would be useful to you - the more people who ask, the more likely they are to implement it.
2. Consider using a different accounting software package which JobStaq supports - it's likely that other provides will offer a data migration service to help you move your data across, and we'd be happy to help you get started with this process.
3. Don't handle invoicing from JobStaq - once an invoice for a job is created in QuickBooks, close the job, and optionally add a note with a link to the invoice in QuickBooks.

If QuickBooks starts offering a way for developers to create invoices with correct CIS deductions, we intend to support this in JobStaq.