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Syncing Data from ServiceBox to QuickBooks Online: Fact Sheet

Learn how ServiceBox syncs with QuickBooks Online and what to expect from each feature.

Summary

This article outlines the key features and limitations of the ServiceBox integration with QuickBooks Online, helping you understand what data can be synced between systems and how to optimize your workflow.

1. Customers

  • Export customers from ServiceBox to QuickBooks Online.

  • Import customers from QuickBooks Online to ServiceBox.

  • Contacts can be generated in ServiceBox by importing customers from QuickBooks Online. However, this requires a combination of first and last names with a company name — either just first and last names or just a company name won't suffice.

 

2. Jobsites

  • Export jobsites from ServiceBox to QuickBooks Online as sub-customers.

  • First-level sub-customers export from QuickBooks Online to ServiceBox as jobsites.

  • Utilize QuickBooks Online projects as ServiceBox jobsites.

Limitation:
The QuickBooks Online API does not allow creation of projects. However, if a jobsite is created in ServiceBox with the exact same display name as a project in QuickBooks Online — under the same customer — data will sync correctly.


 

3. Invoices

  • Export invoices from ServiceBox to QuickBooks Online.

  • Invoices are marked as paid in ServiceBox once full payment is recorded in QuickBooks Online (or downloaded from ServiceBox).

  • Sales taxes are linked between ServiceBox Tax Levels and QuickBooks Online.

    • For US accounts, set all tax codes to "TAX" instead of tax groups. QuickBooks Online will apply the correct tax based on customer location.

  • Invoice mapping can be done using customer category, work order category, or location.

  • Option to use either the ServiceBox invoice number or QuickBooks Online's existing numbering system.

  • Notes displayed on ServiceBox invoices can also appear on synced QuickBooks Online invoices.

Limitations:

  • Marking an invoice as "Paid" in ServiceBox does not automatically mark it as paid in QuickBooks Online — a payment must be recorded.

  • Invoices cannot be modified in QuickBooks Online after being synced from ServiceBox. To make changes, delete the invoice in QuickBooks and re-sync.

  • Work orders and jobs do not sync directly to QuickBooks Online, but much of their data is carried over via the invoice.


4. Payments

  • Export payments from ServiceBox to QuickBooks Online.

  • Payments are assigned to designated bank accounts based on payment method (e.g., 'Cheque' routes to chequing account).

  • Users can assign a custom invoice status indicating full payment has been received in QuickBooks Online.

Limitations:

  • Payments should only be created in either ServiceBox or QuickBooks Online — not both — to avoid duplicate records.

  • Payments received in QuickBooks will not be pulled into ServiceBox; only the invoice status will update.


5. Timesheets

  • Export timesheet data from ServiceBox to QuickBooks Online.

Limitation:
The QuickBooks Online API does not support setting pay items like sick hours or custom hourly rates. This data is included in timesheet notes for manual entry.

 

6. Inventory

  • When items used in invoices are synced from ServiceBox to QuickBooks Online, they reduce the quantity on hand.

  • Inventory line items are matched by exact name with items in QuickBooks Online.

Limitation:
Full synchronization of the inventory list is not yet available but is planned for future development.

 

7. Vendors / Vendor Orders

  • Import suppliers from QuickBooks Online to ServiceBox (as Vendors).

  • Export vendors from ServiceBox to QuickBooks Online.

  • Export vendor orders (purchase orders) to QuickBooks Online.

  • Create a QuickBooks bill when a vendor order is received in ServiceBox.

Limitation:
Once a vendor order is marked as "received" and synced, it cannot be modified in QuickBooks Online. Alternative solutions are available if changes are needed.

 

8. Product/Services List

  • Export Products/Services from QuickBooks Online to ServiceBox as non-inventory items.

  • Match invoice items to QuickBooks Products/Services via exact name match.

  • New items created in ServiceBox and used in invoices will automatically be added to QuickBooks Online.

  • Option to update pricing from QuickBooks Online to ServiceBox (excluding inventory).

Limitation:
Revenue accounts are set by item category, not individual items. Expense accounts are not automatically set.



Final Note

ServiceBox is not designed to replace your accounting system. Instead, the sync with QuickBooks Online is intended to reduce double data entry and simplify bookkeeping processes.

 

Charges Applied

ServiceBox will apply a small fee for unlinking data when users switch from one company file to another within the same accounting software (e.g., from one QuickBooks Online file to another).

Why this charge is necessary:
Switching company files can cause records to be linked incorrectly, as ServiceBox uses unique IDs. For example, Customer A in File A with ID 2344 might be confused with Customer B in File B if they share the same ID. This creates data mismatches that require manual correction.

Note: This charge applies only when switching company files within the same accounting software. Switching from one software to another (e.g., Sage to QBO) does not incur a fee.

 

Need Help?
Contact support by clicking the Help button in the bottom-right corner of your screen when logged in or email us at support@jobboxsoft.com.