QuickBooks Desktop Accounting Connector Set Up - Getting Started

How to Set Up the ServiceBox Connector Program for QuickBooks Desktop

Efficiently syncing your ServiceBox and QuickBooks Desktop accounts ensures accurate accounting data and reduces double-entry. This guide walks you through the full setup process for the ServiceBox Connector Program.

Downloading the Connector

To begin, download the accounting connector by clicking on the "Accounting" menu under your username.

• Right-click “Here” to download the program, or right-click and copy the link to paste into a new browser tab.

 

 

• Open in Incognito Window if you're having trouble downloading.

• By default, ServiceBox will download the connector program to your desktop.

Once downloaded, run the application and open it from your desktop.

Here's how to set it up

Step 1: Main Setup

Click the ‘Setup’ button on the top-right of the main screen.

In the first tab:

• Enter your ServiceBox URL (e.g., yourcompanyname.servicebox.com/servicebox). No need to type https://.

• Enter your username and password for ServiceBox.

• Click Test to confirm connection.

Under accounting connection:

• Select either QuickBooks or Sage (only installed software will appear).

• Select the company file.

• For Sage, also enter the username and password, and follow any security prompts.

 

Once you are done, your first tab should look like this:

 

Step 2: Customer/Jobsites Tab

There is no need to complete this tab.

 

 

Step 3: Tax Levels

• Use the Non-Taxable Tax Code dropdown to select your default non-tax rate.

• Link ServiceBox tax levels to your accounting tax codes by selecting a pair and clicking Link.

• Unlink any mistakes by selecting the item in the list and clicking Unlink.

When you are finished this tab should look like this:

 

 

Step 4: Invoice and Accounts

• Select a start date to avoid importing duplicate invoices.

• Choose a default revenue account and receivables account.

If a matching item already exists in QuickBooks, that item will be used (and its revenue account) instead of creating a new one.

 

When finished with this tab, it should look like this:

 

Step 5: QuickBooks Payments

Choose how you want to handle payments:

• Sync Automatically (recommended)

• Do Not Sync Payments — enables manual entry with a helpful dialog showing paid invoices.

 

Step 6: Invoice Category

Link ServiceBox invoice categories to QuickBooks item types.

Examples:

• Labour → Service

• Material → Non-Inventory

• SUB (Subtrades) → Other Charge

 

If you make a mistake, just click the item in the bottom list and click 'unlink'.

When you are done, this tab should look like this:

 

Step 7: Invoice Revenue Accounts

Link each ServiceBox invoice category to the corresponding QuickBooks sales revenue account.

 

 

 

Step 8: Quote Revenue Accounts

Same as invoices. Since ServiceBox uses a shared database for quotes and invoices, keep them aligned.

Overridden Quotes: Admins can set a specific revenue account when modifying a quote’s total.

For example, if you have a quote for $450, with the overridden quote feature turned on, admin users can change it to a lump sum of $500. The quote will still be considered valid and will eventually turn into an invoice, generating revenue for your business. The important aspect of this feature is that it gives users the option to select a specific revenue account to link the overridden quote

When you are done, this tab should look like this:

 

Step 9: Quote Category

Link ServiceBox quote categories to QuickBooks item types.

When an invoice is based on a quote, the connector will download and (if applicable) prorate the quote based on the percentage of the quote that was invoiced with the current invoice. To do so, the connector may have to create items as it did for the invoice items based on the description. It uses the linkages on this tab to decide what type of items to create, as it did with invoices only this time with quote categories from ServiceBox.  

To link the category to the item type, simply select an item in each of the two lists at the top and click 'link'. The newly linked item should appear in the list at the bottom. If you make a mistake, just click the item in the bottom list and click 'unlink'.

When you are done, this tab should look like this:

 

Step 10: Vendor Orders

Set parameters for importing vendor orders:

• Import Vendor Orders Dated On or After — set your go-live date.

• Check Only Import Vendors with Vendor Orders if needed.

• Check Put Vendor Name on First Address Line for accounting preferences.

Vendor Order Status:

• Choose statuses for when Purchase Orders and Receipts/Bills are created in QuickBooks.

• Example: Ordered → PO, Received → Bill

Once they receive the item, its time to create a bill for that in QuickBooks, check to box labeled “Received”

Columns on the left hand side: Based on the status of the vendor order found in ServiceBox, system will create purchase order

 

 

Step 11: Class Codes

Link ServiceBox categories to QuickBooks class codes using the left and right column.

 

 

 

Step 12: Timesheets

To use ServiceBox timesheets with QuickBooks:

• Enable Import Submitted Timesheets.

• You must have payroll turned on in your accounting software

• Set an import date.
• Link ServiceBox items to QuickBooks payroll items.

 

 

Step 13: Payment Methods

Link payment methods from ServiceBox (left) to QuickBooks options (right). Linked options appear at the bottom.

 

Step 14: Export/Import Settings

The next step in the setup process is to configure what the connector will do and how it will do it. 

Recommended settings:

• ✅ Preserve display name in accounting

• ✅ Use ServiceBox invoice number in accounting

• ✅ Put ServiceBox invoice number in memo (if not using SB numbering)

• ✅ Set Customer Tax Levels from ServiceBox

• ✅ Create a ship-to address for each jobsite

• ✅ Item name/Description delimiter: Use “ - ” for clarity

• ✅ Add ServiceBox Invoice Note to Memo

• ✅ Add Maintenance Notes to Detail (choose before/after line items)

• ✅ Use this status when setting invoice to paid — to reflect where the payment was received

Avoid enabling:

• ⛔ Do not check unpaid Invoices

• ⛔ Put customer name on first address line in accounting

• ⛔ Use jobsite addresses as Bill To

 

 

Step 15: Export from Accounting (Optional)

Use this step to initially import customers and items from QuickBooks to ServiceBox. 

 

 

• Click Customers > Select All > Go

 

 

• For items, select the appropriate quote category before importing (e.g., “Material”).

System will import customer list form QuickBooks to ServiceBox.

 

 

Conclusion

Once complete, your ServiceBox connector will be fully configured to sync with QuickBooks Desktop. This streamlines your invoicing, tax, and payment workflows across platforms.

Need Help?
If you're having trouble setting up your accounting integration or need support at any stage, please reach out via the Help button on your ServiceBox dashboard or email support@jobboxsoft.com.