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Integrating GeoOp with QuickBooks Online Essentials/Plus

This article details how to link your GeoOp and QuickBooks accounts. This process is known as integration and means you can share information between the two services allowing you to import your Products, Services, Customers and Tax Codes to GeoOp and export Estimates and Invoices to QuickBooks.

Note: Quickbooks integration is currently available only to accounts in the United States.

Before you Start...

The first thing to bear in mind when setting-up is the names differ slightly from GeoOp to QuickBooks:

QuickBooks GeoOp
Products Parts
Services Charges
Customers Clients

Tax codes - The tax codes will be applied to the invoice as a whole and not individual items.

Getting set up

The best practice is to set-up your Products, Services, Customers and Tax Codes in QuickBooks Online account. These can then be synced (copied across) to GeoOp.

Top Tip: You can sync any new information from QuickBooks at any time by using the Sync button

Initial Integration

When logged in as an Administrator, go to Settings > Company Account > Integration. You will see the QuickBooks logo, click on "Setup". In the popup window, tick Enable Quickbooks, then click Save.

Top Tip: If you make a mistake at any point, or if you wish to deactivate your Integration, simply click the logo again, untick Enable, then click Save.

Follow the process as instructed on the QuickBooks site to link your accounts. Linking the accounts automatically imports the Customers, Products, Services and Tax Codes.

Also depending on which version of QuickBooks Online you use GeoOp will interact slightly differently:

Essentials - Does not support inventory management and therefore all Products and Services become Charges within GeoOp.

Plus - This version supports inventory management and therefore Products become Parts and Services become Charges"

Creating Estimates & Invoices

Once you have added Time or Parts to a job you are now ready to create Estimates and Invoices within GeoOp. You have the option of creating these directly on-site from GeoOp App or in GeoOp Office.

Creating an Estimate/Invoice in the App

In the charges or notes tab click "+" and you will be given the option to "Estimate" or "Invoice"

This will create an Estimate or Invoice within QuickBooks and store a copy of this with the Job in GeoOp.

Creating an Estimate/Invoice from GeoOp Office

This can be done from a single Job record (see below) or by going to Jobs/Invoicing, selecting any jobs you wish to Invoice and clicking "Send to QuickBooks"

Working with GeoOp and QuickBooks

Naturally from time to time you may want to add Clients/Customers or more Products & Services. 

Clients/Customers

If you add a new client in GeoOp this Client will be imported to QuickBooks as a Customer on the creation of an Estimate/Invoice. If you have added Customers into QuickBooks after the initial integration they will not be synced with GeoOp until you re-sync by manually importing, shown below.

Products & Services

If you add a new Service or Product into QuickBooks after the initial integration you must manually import these into GeoOp to create Estimates or Invoices using these Products or Services.

How to manually Import charges

Key Features:

1. With QuickBooks Essentials synced all Products and Services are imported as Charges
2. If you add a Service in QuickBooks Plus, click import to add these as a Charge in GeoOp

Key Features:

1.  If you add a tracked intventory product in QuickBooks Plus, click import to add this as a Part in GeoOp

Tax Codes

As discussed these are imported directly from QuickBooks, on initial integration. To manually import got to Settings/Company Account/Invoicing Options and select import.

 

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