Introduction
ServiceBox is introducing an exciting new feature – the Account Reconciliation Report. This tool empowers customers to validate and reconcile invoice records between ServiceBox and their accounting software, ensuring consistent financial reporting and transparency.
Understanding the Account Reconciliation Report
The Account Reconciliation Report is designed to highlight discrepancies between invoices in your accounting software and ServiceBox—whether due to deletions, payment mismatches, or syncing issues. It offers clarity and oversight by comparing status, totals, and invoice presence in both systems.
Accessing the Report
This report is available for the following platforms:
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QuickBooks Online
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QuickBooks Desktop
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Sage 50 Canada
The process is slightly different for each, but the logic and output are the same.
QuickBooks Online
To access the report:
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Log in to your ServiceBox account.
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From the dropdown menu under your username, select QuickBooks Online.
3. On the QuickBooks Online Sync page, click Reconciliation.
4. Select a Start Date and End Date.
5. Click Invoice Reconciliation.
The system will download an Excel file titled Accounting Reconciliation.
QuickBooks Desktop and Sage
To access the report:
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Open the ServiceBox Accounting Connector.
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Click Reconciliation.
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Select a Start Date and End Date.
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Click Run Report.
An Excel file named Accounting Reconciliation will be generated.
Key Elements of the Report
Header (Top Right Corner of Report)
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Start and End Date of the report
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Accounting software used
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Reconciliation ID (number of records in the report)
Basic Invoice Information (From ServiceBox)
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Invoice Date
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Customer Name
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Jobsite Name
You will see the highlighted basic invoice information in ServiceBox as shown below.
ServiceBox Columns
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Invoice Number
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Status (e.g., Draft, Submitted, Paid)
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Invoice Total
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Owing
These fields reflect invoice data from ServiceBox.
Accounting Columns
Information in these columns is coming from your Accounting software. These columns are interlinked with the Sync Status column
- Invoice Number
- Invoice total
- Owing
Sync Status Explained
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Matched – Invoice exists in both systems with the same totals
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Not in Accounting – Invoice exists in ServiceBox but was not exported
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Not in ServiceBox – Invoice was created in Accounting but does not exist in ServiceBox. There could be several reasons for this, including the deletion of an invoice from ServiceBox or the creation of an invoice directly within the accounting platform. The status of an invoice in ServiceBox at the time of synchronization (which determines whether an invoice should be exported to accounting or not) also plays a role.
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Accounting Invoice Expected but not Found – Invoice was unlinked after being connected
Examples
Example 1
In this example below, the Sync Status is Not in Accounting which means that this particular ServiceBox invoice is not synced to accounting. This is the reason the Invoice Total column is blank and Owing is $0.00
Example 2
For ServiceBox invoice 220477-4, The sync status is Matched indicating that the sync was completed. The Total Invoice and Owing amounts in both ServiceBox and Accounting stand at $7,030.80, suggesting that the invoice remains unpaid in both ServiceBox and Accounting.
Example 3
For ServiceBox invoice 220499-1, The sync status is Matched indicating that the sync was completed. The Invoice Total and Owing in ServiceBox amount to $3,717.00, while the Owing under Accounting is $0.00. In this case, the invoice was listed as paid in Accounting but not in ServiceBox.
Difference (Accounting - ServiceBox)
This column shows the difference of Invoice amount and total Owing between two systems - ServiceBox and Accounting.
It takes the total invoice amount from Accounting and deducts the invoice amount from ServiceBox to get the difference shown in the Invoice column. The same process is applied to calculate the difference in the Owing amount.
For example, in Accounting Invoice 220370 - 19 the Invoice amount in both ServiceBox and Accounting is $3,717.00, the Invoice column in the difference shows $0 ($3,717.00 - $3,717.00 = 0).
The Owing amount in ServiceBox is $3,717.00 and in Accounting it's $0, so the Owing column in the difference shows -$3,717.00 ($0 - $3,717.00 = -$3,717.00).
Total Calculations at the bottom of the report
Total Invoices in ServiceBox: Sum of all invoice totals from ServiceBox
Total Invoices in Accounting: Sum of all invoice totals from Accounting
Invoices Not Downloaded To Accounting: Total of all "Not in Accounting" invoices
Invoices Not in ServiceBox: Total of all "Not in ServiceBox" invoices
Total Expected In Accounting: = ServiceBox Total – Not Downloaded Total
Total Expected in ServiceBox: = Accounting Total – Not in ServiceBox Total
Invoice Difference: = Expected in ServiceBox – Expected in Accounting (should be $0.00 if reconciled)
Need Help?
If you have any questions about this feature or encounter discrepancies, please contact our dedicated Customer Service Desk at support@jobboxsoft.com.