Setting Up QuickBooks Desktop (QBD) and Billing Manager Integration
Integration setup
Step-by-step guide
- In Extensiv Hub, open the Accounting Integration.
If you do not have the Accounting Integration app, please contact your Customer Success Manager (CSM).
- To set up the integration, click the Setup Integration button of the Extensiv Billing Manager and Quickbooks Desktop.
- Give any friendly name to the integration so you remember the connection later. Then, click Save.
- To connect your Extensiv Billing Manager account, select Add New Extensiv Billing Manager Account and the Billing Manager account will be linked automatically.
- To connect your Quickbooks Desktop account, click Add New Quickbooks Desktop Account.
- Enter the authentication details. Then, click Connect Now.
You need to set a username and password in the connector to fetch data from QuickBooks Desktop after the QBD setup is complete.
- After connecting both accounts, click Click to Proceed. Then, add the ‘Invoice Sync Start Date' and save the mapping to proceed further.
The default values for mapping will show after you have uploaded the configuration file in your Quickbooks Desktop Software.
- Once done, you will be redirected to the Connections/Configuration tab where you will get the QBD file to download. Click the download button as shown below.
Uploading the configuration file in QuickBooks Desktop (QBD)
Step-by-step guide
- Turn on the 'Sync Invoice' workflow in the Flows tab.
- Go to your downloads folder and unzip the file by clicking Extract All.
- Select the desired location to save the file by clicking Browse. Then, click Extract.
These 2 files need to be installed in your Quickbooks Desktop application.
- Open the Quickbooks Desktop app.
- Go to File > App Management > Update Web Services.
- Click on Add an Application and upload both files you downloaded as shown in Step 3.
- Authorize access to QB by clicking OK to proceed.
- Choose the preferred option as per your requirements and click Continue.
- Select the added files and enter the password. This is the password you set while connecting the QBD account in Step 6 of the Integration setup.
- Select both files and click Update Selected.
- Configure the necessary settings such as Auto-run every minute. It is a best practice to set it to 5 minutes or more. You also have the option to remove files and check the status once the update is completed. After clicking Update Selected, you can check the status to ensure everything is set up correctly.
- Once completed, click Exit. Then, you can continue mapping in the connector.
Mapping instructions
Once the Quickbooks Desktop configuration file is installed and updated successfully in the QBD software, you can start with the mapping in the connector.
Default mappings
Select the default Invoice Service Item, Class, Template, and Tax code that will sync with the integration. 
The default settings above will apply to any invoice that doesn't match the specific mapping you set in Billing Manager - QBD Service Item Mapping. If no default settings are configured, the unmapped items will not be booked into QBD. 
Required fields in Billing Manager
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Transaction Types and Charge Categories should always be selected.
- For Warehouse and Class, if you choose any of these fields for mapping. Then, these fields will become mandatory for all the consecutive mappings.
Ensure each additional field used in the mapping has a corresponding input in all mappings created. For instance, if you create classes for one mapping, you should assign all mappings to a class.
Required field mapping
As you add the required fields for Billing Manager, click Save Mapping first. This will allow you to map Billing Manager fields to QBD service items.
Add field mapping
- Click the add button in the ‘Manage Extensiv Billing Manager < - > QuickBooks Invoice Service Item Mapping’ section.
- Map the Extensiv Data Fields and QB Invoice Service Item accordingly.
Multiple selection for Extensiv data fields is supported.
If transaction types and charge categories do not provide enough detail for mapping revenue to your chart of accounts in QuickBooks Online, you can include the charge label in your mappings. - Click Save or Save And Add Another.
Extensiv recommends mapping transaction types and charge categories to your products and services in QuickBooks Desktop before attempting more complex mappings.
Logs
This tab displays the synchronization status of invoices that are set to transfer from the Billing Manager to QuickBooks. You can monitor the status of invoices here, whether they are pending, processing, or if there are any errors.
How does the mapping work?
- If you add a Charge Label to one of your mappings, the system will always prioritize finding a mapping that matches the charge label before considering the transaction type and charge category.
- If none of the mappings fit, the system will use the default mappings.
