Any item you want to transfer to a QuickBooks estimate from a project or a service order must have a corresponding item in QuickBooks.
The Create feature in SI allows you to create QuickBooks items from SI items, either in bulk or one by one, when creating a QuickBooks estimate. You can also map to existing QuickBooks items if you wish.
Once an item from SI is linked to a QuickBooks item, you can use the Sync functionality to make any changes between the items in either software.
There are QuickBooks Settings relating to how products and labor items will be named in QuickBooks as a QuickBooks item. The QuickBooks Item Name will populate the Accounting field on the item in SI.
The SI fields that transfer to QuickBooks are Unit Cost, Unit Price, Vendor, Tax Code (taxable or non-taxable), Short Description, Long Description, Item Number, and *Custom Fields.
SI Fields | QuickBooks Field |
Unit Cost | Cost |
Unit Price | Sales Price |
Vendor | Preferred Vendor |
Tax Code | Tax Code |
Short Description | Purchase Description |
Long Description | Description |
Item Number | Manufacturer's Part Number |
*Custom Fields (any) | *Custom Fields (1-5) |
Custom fields in SI can be mapped to any of the five available Custom fields in QuickBooks.
Bulk Create in QuickBooks
1/ In the Product Explorer or Labor Explorer, select the products or labor items you wish to transfer to QuickBooks.
2/ Click the QuickBooks tab, then the Create button.
The Create QuickBooks Items form will open.
3/ Verify the information and click Next.
4/ On this form, choose your Item Type, Vendor, Tax Code, and Accounts.
5/ Click Create to create new QuickBooks items for the selected products.
The required accounts will vary depending on your Item Type setting.
Map to QuickBooks Item
If you would rather map items in SI to existing QuickBooks items, you can use the Map feature. Each product must be mapped individually, which can be time-consuming.
1/ In the Product Explorer or Labor Explorer, select a product or labor item and click the Map button.
2/ Choose the QuickBooks item on the form and click the Map button.
Create or Map from Estimate or Purchase Order
If you attempt to create a QuickBooks estimate or purchase order with items that have not yet been linked to a QuickBooks item, you will be prompted to create the items.
You can click No on the prompt above if you would rather map the items to existing QuickBooks items.
If you click Yes and choose to create new QuickBooks items, the following form opens, where you can choose your accounts in QuickBooks.