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Syncing Data From ServiceBox to QuickBooks Desktop- Fact Sheet

A Comprehensive Overview of ServiceBox’s QuickBooks Desktop Integration Capabilities and Limitations

Introduction

ServiceBox is excited to roll out expanded features that enhance how businesses integrate with QuickBooks Desktop. This article outlines what’s possible, what’s planned, and the key limitations users should understand when syncing between the two systems.

System Requirement

To enable this functionality, the ServiceBox connector program must be installed on the same physical or virtual machine as the QuickBooks Desktop software.

 

 

Features

1. Customers

    • Export customers from ServiceBox to QuickBooks Desktop

    • Import customers from QuickBooks Desktop to ServiceBox

    • Customer types in QBD can be defined using customer categories in ServiceBox

    Limitation:
    ServiceBox currently cannot sync payment terms at the customer level — this feature is in our backlog.


     

    2. Jobsites

    • Export jobsites from ServiceBox to QuickBooks Desktop as sub-customers

    • Import sub-customers from QBD as jobsites in ServiceBox

    • The “Create Ship To Address For Each Jobsite” feature ensures shipping addresses are properly linked

    Limitation:
    Changing a jobsite’s display name in ServiceBox will create a new Ship To address in QBD — no workaround currently exists.

     

    3. Invoices

    • Export invoices from ServiceBox to QBD

    • Mark invoices as paid in ServiceBox based on full payments in QBD

    • Support for linking ServiceBox Tax Levels with QBD sales taxes

    • Choose whether to use ServiceBox invoice numbers or QuickBooks Desktop invoice numbering

    • Class codes from ServiceBox work order categories appear in QBD under "Class"

    • Sync all work orders or specific ones by category

    Limitations:

    • Marking an invoice as Paid in ServiceBox doesn’t sync the payment to QBD

    • ServiceBox cannot edit synced invoices in QBD — delete and re-sync if changes are needed

    • Payment methods can be mapped to deposit accounts in QBD (e.g., cheques to Chequing account)


     

    4. Payments

    • Export payments from ServiceBox to QBD

    • Assign specific invoice statuses when full payment is received in QBD

    Limitation:

    • Do not enter payment in both platforms — this will create duplicates

    • If payment is recorded in QBD, only invoice status (not the payment record) is synced back to ServiceBox

     

    5. Timesheets

    • Export timesheet data to QBD

    • Link QuickBooks Payroll Items with ServiceBox Timesheet Items

    • Set up class codes within timesheets

    6. Inventory

    • Inventory usage on ServiceBox invoices will reduce quantity on hand in QBD

    • Item name matching ensures accurate syncing of inventory line items

    Limitation:
    There is no direct inventory list sync yet between ServiceBox and QBD — this is planned for future development.

     

    7. Vendors & Vendor Orders

    • Import and export vendors between QBD and ServiceBox

    • Export vendor orders from ServiceBox to QBD

    • Create QuickBooks Bills when vendor orders are marked as received

    Limitation:
    Once a vendor order is synced to QBD, ServiceBox cannot modify the resulting Bill. Alternative workarounds are available.



    8. Products/Services

    • Import products/services from QBD into ServiceBox as non-inventory items

    • Match invoice items via exact name

    • New ServiceBox items used on invoices will be created in QBD

    • Sync pricing updates from QBD to ServiceBox (non-inventory items only)

    Limitation:

    • Revenue accounts for new items are created by category, not individually

    • Expense accounts are not set automatically during sync

     

    Final Note

    ServiceBox is not a replacement for your accounting software. Its QuickBooks Desktop integration is designed to reduce double entry and improve workflow accuracy.

     

    Sync Transition Policy & Charges

    If you switch between company files within the same software platform (e.g., QBD File A to QBD File B), a nominal unlinking fee will apply. This prevents errors like matching the wrong customers due to shared internal IDs.

    Note:
    Switching between different accounting platforms (e.g., Sage to QBD) does not incur charges.


    Need Help?
    If you have questions about this feature or run into any sync issues, please contact our support team at support@jobboxsoft.com. We’re here to help!