PSA – QuickBooks Online Integration

PSA Technical Support is a team of Application Support Analysts trained to use, configure, and troubleshoot PSA in your specific enterprise environment.

If you have any questions, you can reach us by sending us an email.

The PSA Software license agreement was reviewed and accepted during the installation procedure of this software in your environment. ©2026 Upland Software, Inc. All rights reserved. You may not photocopy or share this document with any other party without express written permission from Upland Software Inc..

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Financial to expand the corresponding menu.
3. From the Financial menu items, click System.
4. Upon the Financial System page displaying, click the Accounting tab.
5. Select QuickBooks Online from the Accounting system list.
6. Within the Transactions box, maintain the default option Export detailed transactions as selected.
7. If required, select the Jobs map to PSA Projects selection box, to import Jobs from Quickbooks Online and automatically create PSA Projects upon importing.

   

8. Click Save to save the selections.

The Company acts as a connector to the databases existing in the accounting software.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Financial to expand the corresponding menu.
3. From the Financial menu items, click System.
4. Upon the Financial System page displaying, click the Accounting tab.
5. Navigate to the Companies sub-tab.
6. Click the Main Accounting System link, or the one applicable to your organization, to open the Company Edit page.
7. From the General tab enter or select the appropriate information based on your requirements:
   1. Name *: Enter a preferred company Name, if different from the default, “Main Accounting System”. The company acts as a connector to the databases existing in the accounting software.
   2. Id: Enter a company Id.
   3. The Currency field cannot be changed after a Company is created. It can only be selected during the creation of a new Company.
   4. Calendar *: Select the Financial Calendar.

      

8. From the Invoice Number section, select the Override global Payable number option to override the Invoice number at the company level and then manually enter the:
   1. Invoice number prefix
   2. Current Invoice number
   3. Invoice - number of digits

   

9. From the Payable Batch Number section, select the Override global Payable number option to override the Payable number at the company level and then manually enter the:
   1. Payable number prefix
   2. Current Payable number
   3. Payable - number of digits

   

10. From the Payroll Batch Number section, select the Override global Payroll number option to override the Payroll number at the company level and then manually enter the:
    1. Payroll number prefix
    2. Current Payroll number
    3. Payroll - number of digits

       

11. From the Revenue Batch Number section, select the Override global Revenue number option to override the override the Revenue number at the company level and then manually enter the:
    1. Revenue number prefix
    2. Current Revenue number
    3. Revenue - number of digits

    

12. In the Address section enter or select the following: Phone, Address Line 1, Address Line 2, City, Country, State and Zip Code
13. When finished click Save.

1. From the Company Edit page (Setup > Financial > System > Accounting tab > Companies sub-tab), click the Properties tab to open the QuickBooks Online Integration Properties page.
2. Specify the QuickBooks Online Connection Properties:
   1. Consumer Key*: Enter the QuickBooks Online app Client ID.
   2. Consumer Secret*: Enter the QuickBooks Online app Client Secret.
   3. Connected to: This is a read-only field that is automatically populated once the connection is successfully established.

   

3. Click Save. Upon saving:
   1. Note that the Connect to QuickBooks button is now available.
   2. The Default Accounts, Invoice Export Options, Expense Payable Export Options and Tax Mapping Options will be displayed.

      

4. Click Connect to QuickBooks.
   1. Use your Intuit Account credentials to sign in to QuickBooks.

      Note: If you are already signed into your QuickBooks Online account you will be automatically taken to step 4.b below. Otherwise, you will be prompted to sign in.

   2. Select your QuickBooks Online Company.
   3. Click Next. The Intuit sign in page will close and you will return to the QuickBooks Online Integration Properties page.

      

5. Upon successfully connecting to QuickBooks Online you will see the green button that reads "Connect to QuickBooks". You can now specify the QuickBooks Online Integration Properties from each of these sections:
   1. Default Accounts
   2. Invoice Export Options
   3. Expense Payable Export Options
   4. Tax Mapping Options

   

1. From the Default Accounts section, select the accounts used by PSA when exporting various items to QuickBooks Online; either accept the defaults (no account selection) or select specific QuickBooks Online accounts from the listed options for the following:
   1. Work Type: Create Work Type Product/Service in QuickBooks Online using the selected account
   2. Expense: Create Expenses Product/Service in QuickBooks Online using the selected account
   3. Charge: Create Charge Product/Service in QuickBooks Online using the selected account

      

2. From the Invoice Export Options section choose the appropriate options:
   1. Invoices will be printable in QuickBooks: Select this option to be able to print the invoices in QuickBooks.
   2. Override QuickBooks Invoice Item’s description with PSA Reference information: Select this option for the PSA Invoice Reference information to overwrite the following:
      1. QuickBooks Items description, when exporting invoices, and/or
      2. QuickBooks bill’s description (referred to as Memo in QuickBooks Pro, Premier and Enterprise) for each transaction line in the bill, when exporting Payables.

         Note: The Override QuickBooks Invoice Item’s description with PSA Reference information option is unchecked by default, for new installations, but is checked for upgraded clients.

   3. Export PSA Invoice Number to QuickBooks “Invoice #” field: When selected, upon exporting an Invoice/Invoice Batch to QuickBooks Online, the PSA Invoice Number is exported and displayed as the QuickBooks Online Invoice #. If the option is not selected, the PSA Invoice Number will not be exported and the QuickBooks Online Invoice # will be set by QuickBooks.

      

3. From the Expense Payable Export Option section choose the appropriate options:
   1. Export billable flag for Payable Batch exported to QuickBooks Online
   2. Exclude Payable Batch Taxes at export time
   3. Export PSA Expense Report Tracking Number to QuickBooks Online “Ref. No.” field. When selected, upon exporting an PSA Expense Payable Batch, the corresponding Expense Report Tracking Number(s) is exported and displayed as the QuickBooks Online Ref. No.

      

4. From the Tax Mapping Options section enter the appropriate tax mapping value for:
   1. Default Tax
   2. Exempt Tax

      

5. Click Save.
6. Click the Back link to return to the Company List page.

1. From the Icon Bar click Tools .
2. Click Import to expand the Import menu options.
3. Then select QuickBooks Online to open the Import page.
4. Company: The Company box displays the default company from which all the selected QuickBooks Online objects are imported; for information on setting up the company connection, see to Setting up the connection. .
5. Select the objects to import from the Import List Selection; for more information on object mapping, see the table Object Mapping Between QuickBooks Online and PSA
   1. Taxes map to PSA Tax Details and Tax Groups: Select this option to import the list of Taxes from QuickBooks Online.
   2. Chart of Accounts map to PSA Accounts: Select this option to import the chart of accounts from QuickBooks Online.
   3. Employees map to PSA Users: Select this option to import the employees from QuickBooks Online.
   4. Class List: Select Class List to import the Classes from QuickBooks Online into PSA, for as long as they don’t already exist in the PSA.
   5. Under Work Types:
      1. Select Products and Services (Income) map to PSA Work Types to import the Work Type items from QuickBooks Online.
      2. When selected, the Create Work Types under the following placeholder selection box will be checked with "QuickBooks" as the default Placeholder name. You can modify this as needed.
   6. Under Expenses:
      1. Select Products and Services (Expenses) map to PSA Expenses to import the Expense items from QuickBooks Online.
      2. When selected, the Create Expenses under the following placeholder selection box will be checked with "QuickBooks" as the default Placeholder name. You can modify this as needed.
   7. Under Charges:
      1. Select Products and Services (Other Expense) map to PSA Charges to import the charge items or products and services (other expense) from QuickBooks Online.
      2. When selected, the Create Charges under the following placeholder selection box will be checked with "QuickBooks" as the default Placeholder name. You can modify this as needed.
   8. Under Clients:
      1. Select Customers map to PSA Clients to import the list of customers from QuickBooks Online. Then choose:
         • Automatically create a Project with the same name to allow PSA to automatically create a Project with the same name as the imported customers.

           Note:

           • When importing customers from QuickBooks Online, the customers’ associated jobs are also displayed in the list of customers.
           • Create Clients under the following placeholder and Create Projects under the following placeholder and selected by default when Customers map to PSA Clients is checked. The default value for both Placeholders is QuickBooks. You can modify this as needed.

           OR

         • Jobs map to PSA Projects

           Note: The Jobs map to PSA Projects option must be selected (Setup > Financial > System > Accounting) to enable this new feature. If this option is:

           • Unchecked at the system level, Projects map to QuickBooks Jobs will be disabled and unchecked.
           • Checked at the system level, Projects map to QuickBooks Jobs will be checked and locked.

           Caution: The selection of this option does not reset existing mapping. It is recommended not to change this setting after importing/exporting objects to/from QuickBooks. Please refer to the Scenario for more information.

           Scenario:

           • If the option is un-selected: QuickBooks Online Customers are imported as PSA Clients. You have the option to create a PSA Project with the same name. QuickBooks Online Jobs are imported as PSA Clients. You have the option to create a PSA Project with the same name.
           • If the option is selected: QuickBooks Online Customers are imported as PSA Clients and QuickBooks Online Jobs are imported as PSA Projects.
           • Selecting this option does not reset existing mappings. Changing options after importing or exporting objects can cause duplicate data..

      

      Note:

      • To complete the mapping, see Setting Up the Connection for details on setting up the Class mapping.
      • The Classes will not appear in either the PSA Organizational Breakdown Structure (OBS) or the PSA Work Breakdown Structure (WBS).
      • A placeholder allows users to design a hierarchy and organize the tree structure to locate Clients, Work Types, Expenses and Charges Imported from QuickBooks Online by grouping the objects under specific placeholders. If an object is set as a placeholder, it cannot be used as a regular object.
6. Upon selecting the Objects to import, click the Import button to display the information of all imported objects, including the names and the total number of objects imported, as well as any warning or error messages encountered during the import process.

   Note: After the objects are successfully imported from QuickBooks Online locate the transferred objects in the PSA; for more information see View Imported Objects in PSA.

When Jobs Map to PSA Projects option isselected, you can import Jobs from Quickbooks Online and automatically create PSA Projects upon importing.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Financial to expand the corresponding menu.
3. From the Financial menu items, click System.
4. Upon the Financial System page displaying, click the Accounting tab.
5. Ensure that QuickBooks Online is chosen for the Accounting system.
6. Select Jobs map to PSA Projects option.

   

7. Click yes to the confirmation message that reads: "If you are switching from a QuickBooks Jobs/PSA Clients setting to QuickBooks Jobs/PSA Projects setting, no previously existing PSA Projects will be mapped to the QuickBooks Jobs. Please ensure that all existing QuickBooks Jobs are mapped to the appropriate PSA Projects. Are you sure you would like to proceed?"
8. From the Icon Bar click Tools .
9. Click Import to expand the Import menu options.
10. From the available options click QuickBooks Online.
11. Select the required Company from the available options.
12. Select the Customers map to PSA Clients option.
13. Click Import.

    

14. Note that the success message will be displayed in the log and all imported Customers and Sub-Customers will be displayed.

Verify Imported Customers as Clients in PSA

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Work to expand the corresponding menu.
3. From the Work menu items, click Clients.
4. Search for the imported Customers and note that they imported and listed as Clients in PSA.

Verify Imported Jobs as Projects in PSA

1. From the Icon Bar click Project List .
2. Search for the imported Jobs and note that they imported and listed as Projects in PSA.

From the Class Mapping page accessed through the QuickBooks Online Integration Properties (Setup > Financial > System > Accounting System > Company List > Company Edit) you can choose to map the following:

• QuickBooks Online Invoice Class with PSA Time, Charge, Expense and Product.
• QuickBooks Online Expense Class with PSA Expense and Charge.

Note: The imported Classes are saved in the PSA database and are not available on the user interface.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Financial to expand the corresponding menu.
3. From the Financial menu items, click System.
4. Upon the Financial System page displaying, click the Accounting tab.
5. Ensure that QuickBooks Online is chosen for the Accounting system.
6. Navigate to the Companies sub-tab.
7. Click Properties and then click Class Mapping.
8. From the Invoice Class Mapping section, associate Expense with Task.
9. From the Expense Class Mapping section, associate Expense with Project.

   

10. Click Save.

11. From the Icon Bar click Tools .
12. Click Import to expand the Import menu options.
13. From the available options click QuickBooks Online.
14. Select Class List.
15. Click Import.

    

The following objects are mapped between QuickBooks Online and PSA:

Object mapping between QuickBooks Online and PSA

QuickBooks Online Item	PSA Item	Import options
Taxes	Tax Details and Tax Groups	Taxes mapped to PSA Tax Details and Tax Groups
Customers	Clients	Customers map to PSA Clients Automatically create a Project with the same name Jobs map to PSA Projects
Chart of Accounts	Accounts	Chart of Accounts map to PSA Accounts
Products and Services (Income)	Work Types	Products and Services (Income) map to PSA Work Types
Products and Services (Expenses)	Expenses	Products and Services (Expenses) map to PSA Expenses
Products and Services (Other Expense)	Charges	Products and Services (Other Expense) map to PSA Charges
Employees	Users	Employees map to PSA Users
Class	Class List	Class List

The table lists the imported Objects and their respective paths in PSA.

List of Imported Objects and Respective PSA Paths

Object	Navigation
To view Financials	From the Icon Bar click Setup . From the Navigation Menu click Financial to expand the corresponding menu. From the Financial menu items, click System. Then navigate to the Chart of Accounts tab to display the QuickBooks Online accounts in the PSA accounts list for the specified placeholder, then expand the Pay Codes placeholder to display the imported pay codes.
To view Clients	From the Icon Bar click Setup . From the Navigation Menu click Work to expand the corresponding menu. From the Work menu items, click Clients. View QuickBooks Online customers in the list of PSA Clients for the specified placeholder.
To view Work Types	From the Icon Bar click Setup . From the Navigation Menu click Work to expand the corresponding menu. From the Work menu items, click Work Types. View the QuickBooks Online service or products and services (income) items in the list of PSA Work Types for the specified placeholder.
To view Expenses	From the Icon Bar click Setup . From the Navigation Menu click Expense to expand the menu options. From the available options click Expense Items. View the QuickBooks Online non-inventory or products and services (expenses) items in the list of PSA Expense items for the specified placeholder.
To view Charges	From the Icon Bar click Setup . From the Navigation Menu click Financial to expand the corresponding menu. From the Financial menu items, click Charges. View the QuickBooks Online charge or products and services (other expense) items in the list of PSA Charges for the specified placeholder.
To view Users	From the Icon Bar click Setup . From the Navigation Menu click Organization. From the available options select Users. View the QuickBooks Online employees in the list of PSA users for the specified placeholder.

1. Import the chart of Accounts; for more information, see Importing Objects.
2. From the Icon Bar click Setup .
3. From the Navigation Menu click Financial to expand the corresponding menu.
4. From the Financial menu items, click System.
5. Upon the Financial System page displaying, click the Chart of Accounts tab.
6. Click the Segmentation button to open the Segmentation Setup dialog box.
7. From the General tab, you can define the default segmentation rules.
   1. Segment Length: Defines the fixed length of each segment used to construct segmented values. Each segment is truncated or padded to match the specified length before the segments are combined. Segment lengths are applied sequentially from Segment 1 through Segment 10.
   2. Segment Padding: Specifies how segment values are padded when the source value is shorter than the defined segment length.
      1. Padding character: Specifies the character (space or zero) used to pad a segment when the segment value is shorter than the required length.
      2. Pad from the: Specifies the direction in which padding is applied.
         • Left pads characters at the beginning of the Segment value.
         • Right pads characters at the end of the Segment value.
      3. Segment separator: Specify the character used to separate individual segments when constructing the final segmented value.

8. Navigate to the Segment Item tab, where you can define the maximum length allowed for each segment type. This setting limits the number of characters that can be used for segment values associated with accounts, groups, sub-accounts, projects, sites, work types, users, clients, expense items, purchase items, charges and products, and vendors.

9. Navigate to the Receivable Transactions to configure accounts receivable mapping for different transaction types. The tab contains the Time Entry, Expense Entry, and Charge and Product Entry sub-sections.
   1. Select an object from the Segment 1 list to determine how time entries are mapped; for example, select Accounts then copy your Accounts Receivable (A/R) ID from the Chart of Accounts tab (for example, if the ID is 84, copy it into the Segment 1 Account field).

      

      Note: The setup process for Expense Entry and Charge and Product Entry is the same as for Time Entry, and segments can be configured in the same way.

10. Click Save to apply your changes.
11. Navigate to the Payable Transactions tab to configure the accounts payable mapping for different transaction types. The tab contains the Expense Entry, Charge Entry, and Purchase Entry sub-sections.
    1. Select an object from the Segment 1 list to determine how expense transactions are mapped; for example, selecting Accounts allows you to copy the first part of your Accounts Payable (A/P) ID from the Chart of Accounts tab (for example, if the ID is 33, copy it into the Segment 1 Account field).

       

       Note: The Charge Entry and Purchase Entry sub-sections are set up in the same way as Expense Entry. For each segment, select an object and map it to the appropriate part of the Accounts Payable ID.

12. Click Save to apply your changes.
13. Click the Close button to exit the dialog box.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Work to expand the corresponding menu.
3. From the Work menu items, click Clients.
4. From the Clients list that displays, click the Name of the client you wish to access.
5. Expand the Financial menu item and click Accounting to open the Accounting edit page.
6. From Receivable Transactions, select the Account option
7. Then click the browse button (...) to open the Account List page that lists all the accounts in PSA, including the accounts imported from QuickBooks Online.
8. Select the account that the transaction should map to in the QuickBooks Online G/L account.

   

   Note: The Accounting Edit page automatically updates to display the selected account.

9. Click Save and then Back to save your changes and return to the previous page.

   

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Organization.
3. From the available options select Groups.
4. Click a group from the list to open the Group Edit page.
5. Click the Accounting button to open the Accounting Edit page.
6. From Payable Transactions, select the Account option
7. Then click the browse button (...) to open the Account List page that lists all the accounts in PSA, including the accounts imported from QuickBooks Online.
8. Select the account that the transaction should map to in the QuickBooks Online G/L account.

   

   Note: The Accounting Edit page automatically updates to display the selected account.

9. Click Save and then Back to save your changes and return to the previous page.

   

Before exporting Expense Reports to QuickBooks Online, verify that the Purchase Taxes are mapped to the appropriate Accounts in QuickBooks Online.

1. From the Icon Bar click Entries .
2. From the Navigation Menu click Expense Manager.
3. Select the All Reports tab to view a list of all Expense Reports.
4. Click the Tracking # link of an expense report from the list to open the selected Expense Report.
5. From the Detail tab located in the right pane take note of the QuickBooks Online purchase Tax Group associated to the Expense Entry.

   Note: A tax imported from QuickBooks Online should be selected to map the tax properly.

6. Click Save to apply your changes.
7. From the Icon Bar click Setup .
8. From the Navigation Menu click Financial to expand the corresponding menu.
9. From the Financial menu items, click System.
10. Upon the Financial Settings page displaying navigate to the Taxes tab.
11. Navigate to the Tax Groups sub-tab.
12. Click a specific Tax Group to access the Tax Group edit page and take note of the purchase Tax listed in the right pane.

    Note: In the right pane, all the taxes associated to the specific tax group are listed.

13. Click Save and then Back to save your changes and return to the previous page.
14. From the Taxes tab of the Financial Settings page navigate to the Tax Details sub-tab.
15. Click the specific tax name to view the Detail on the right pane.

    Note: If there are two taxes with the same name listed, ensure that the tax of type Purchase is selected.

16. Verify that Purchases is specified in the Type box since payable batches are being exported.
17. Click the browse button (...) beside the Account box to open the Account List page and then click the appropriate QuickBooks Online account under the QuickBooks Online GL Accounts placeholder to associate it to the purchase Tax.

    

    Note: The Account field is automatically updated.

18. Click Save to apply your changes. The taxes are mapped to the QuickBooks Online account.

Before exporting invoices to QuickBooks Online, verify that the sales taxes are mapped to the appropriate accounts in QuickBooks Online.

Note: A tax imported from QuickBooks Online should be selected to map the tax properly.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Work to expand the corresponding menu.
3. From the Work menu items, click Clients.
4. From the Clients list that displays, click the Name of the client you wish to access.
5. Expand the Financial menu item and click Invoice Options to open the Invoice Options page.
6. From the General tab, verify that the Sales Tax group associated to the Client is displayed in the Tax Group box.
7. Navigate to the Expense Invoicing tab and take note of the Sales Tax displayed under the Corresponding Taxes table.

   Note: When generating an Invoice with Billable Expense Entries that are also taxable, settings can be defined on the Expense Invoicing tab. To determine how taxes are viewed and handled, see Viewing the Invoice Summary and Exporting Invoices with Taxable Expenses.

8. Click Back link return to the Clients list.
9. From the Icon Bar click Setup .
10. From the Navigation Menu click Financial to expand the corresponding menu.
11. From the Financial menu items, click System.
12. Navigate to the Taxes tab.
13. Click a specific Tax to view the Detail on the right pane.

    Note: If there are two taxes with the same name listed, ensure that the tax of type Sales is selected.

14. Verify that Sales is specified in the Type box since the invoices or multi-client invoices are being exported.
15. Click the browse button (...) beside the Account box to open the Account List page and then click the appropriate QuickBooks Online account under the QuickBooks Online GL Accounts placeholder to associate it to the Sales Tax.

    

    Note: The Account field is automatically updated.

16. Click Save to apply your changes.

1. From the Icon Bar click Tools .
2. Click Export to expand the Export menu options.
3. Then click QuickBooks Online to open the Export page.
4. Click the Company browse button to select the Company.
5. Select the objects to export from the Export List Selection; for more information, see the Object Mapping Between QuickBooks Online and PSA table.
   1. Select Clients map to QuickBooks Customers and click the corresponding Select button to select the Clients from the list, then click Back to return to the Export page.
   2. Select Work Types map to QuickBooks Products and Services (Income) and click the corresponding Select button to select the Work Types from the list, then click Back to return to the Export page.
   3. Select Expenses map to QuickBooks Products and Services (Expenses) and click the corresponding Select button to select the Expenses from the list, then click Back to return to the Export page.
   4. Select Charges and Products map to QuickBooks Products and Services (Other Expenses) and click the corresponding Select button to select the Charges from the list, then click Back to return to the Export page.
   5. Select Users, then click the corresponding Select button to choose users from the list. Click Back to return to the Export page.

      Note: The User Browse option is enabled only after the User check box is selected.

      Users can be exported as either employees or vendors

      • Select Map to QuickBooks Employees to export the users as Employees.
      • Select Map to QuickBooks Vendors to export the users as Vendors.

        

6. Click the Export button to display the information of all exported objects, including the names and the total number of objects exported, as well as any warning or error messages encountered during the export process.

Viewing Exported Object in QuickBooks Online

Object	Navigation
To view Clients	Click Company Navigator > Customer Hub > Customers
To view Work Types	Click Company Navigator > Sales & Get Paid > Products and Services
To view Expenses	Click Company Navigator > Sales & Get Paid > Products and Services
To view Charges	Click Company Navigator > Sales & Get Paid > Products and Services
To view Users *	To view users exported as employees, click Team > Employees Canadian Company: To view users exported as vendors, click Get Paid & Pay > Suppliers US Company: To view users exported as vendors, click Get Expenses & Bills > Vendors
* Users can be exported from PSA to QuickBooks Online as either Employees or Vendors.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Expense Payable Manager.
3. Upon the Expense Payable Batches page displaying, click Create Batch. For further details refer to Creating a new Expense Payable Batch.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Expense Payable Manager.
3. Upon the Expense Payable Manager page displaying, click the Batch Number to open the Payable Batch page.
4. Click Transactions to open the Transactions page, which displays all financial transactions. The information displayed includes the account number, account name, debit, credit, currency type, date and reference.
5. Verify there is no account information on the Financial Transactions page displayed in red.

   

   Note: Account information appears in red font color if the accounts are not properly associated. Click here to view the how do I map objects between PSA and Quickbooks Online for more information.

6. Click Post/Unport to open the Post Payable Batch page.
7. Click the Calendar button beside the Post Date box to select a new date if the date is not correct.
8. Select a template from the Payable template list.

   

9. Click the Preview link to view the payable batch information (optional).

   

   Note: The Overview section is read-only and displays the total of all expense and charge entries included in the payable batch.

10. Click the Export button to open the Payable Export to QuickBooks Online page that displays the status of the export process. Below are the settings the system will verify during the process:
    1. When the Task is related to a Client that was either imported into PSA or exported out to QuickBooks Online, the corresponding Customer:Job will display on the QuickBooks Online Bill.

       Example: In QuickBooks Online there is a Customer: "Smith, John" with an associated Job referred to as :"330 Main St". Then an Expense entry is created, In PSA , against a Task related to either a PSA client 'Smith, John' (QuickBooks Online Customer) or '330 Main St' (QuickBooks Online Job). When exporting this Expense entry, as part of a Payable Batch, to QuickBooks Online Bills, the related Customer:Job will appear on the bill as either ‘Smith, John' (if the Task only related to the Customer, or ‘Smith, John:330 Main St'.

    2. Select Account whose account Type is other than "Accounts payable (A/P)"; for example select account that its account type is "Expense" and "Income".

       Note: Ensure to select the Account Type that is supported by QuickBooks Online.

11. After the Payable batch is exported, the Payables Export to QuickBooks Online page indicates that the payables were successfully exported. If the export process fails, an error message indicates the problems and possible solutions.
12. Click Back to return to the Payable Batch edit page.
13. Click Post to post the payable batch (make all expense entries as paid off) and upon being prompted to confirm the posting of the payable batch, click either:
    1. Yes to proceed with the posting
    2. No to cancel the request.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Invoice Manager.
3. Navigate to the Invoices tab.
4. Click an Invoice # to open the Invoice Edit page for the selected invoice.
5. Click the Transactions tab to open the Financial Transactions page, which displays all financial transactions. The information displayed includes the account number, account name, debit, credit, currency type, date and reference.

   Note: Debit and Credit amounts should balance to zero.

6. Click Post/Unpost to open the Post Invoice page.
7. Click the Calendar button beside the Post Date box to select a new date if the date is not correct.
8. Select a template from the Invoice template list and then click Preview to view the layout of the invoice report.

   Note: When downloading an Invoice Report in Excel, PDF, or Word format, the file name will follow the same naming convention defined for the Invoice File Name field, located within the Invoice tab of the Financial system setup page (Setup > Financial > System).

9. Click the Export button to open the Invoices Export to QuickBooks Online page that displays the status of the export process.

   Note: The Invoice Summary tab is read-only and displays the total of all expense and charge entries included in the Invoice.

10. Upon successful export of the Invoice:
    1. The PSA Invoice Number appears in the Note to customer field of the QuickBooks Online version.
    2. Specific information, including the average rate and number of hours/quantity, are mapped to QuickBooks Online as follows:

       Time	QB Invoice Rate: The average of all billable time/time charges appearing on the invoice per transaction. Example: On a time entry of 10 hours, wherein 8 hours are billing at 100$ and the remaining 2 hours are billing at 120$, therefore the average billing rate for this entry (transaction) will be (100$ + 120$)/2 = 110$ QB Invoice QTY: The sum of billable time/time charges appearing on the PSA invoice per transaction. Example: A 4 hour time entry on the same day as a 4 hour time charge, since these are considered 2 separate transactions, each of them would have a QB Invoice QTY of 4. QB Invoice Amount: This reflects each individual PSA transaction Credit amount, specifically Total Amount divided by Number of Hours. The QB Invoice Amount per transaction may not reflect the QB Invoice QTY multiplied by QB Invoice Rate since an average rate is used. Example: A specific time entry has 8 hours at 100$ and 2 hours at 120$, the QB Invoice QTY Rate would show 110$ (the average), but the QB Invoice Amount reflects the actual amount in PSA, therefore the calculation is: (8hrs X 100$) + (2hrs X 120$) = 1040$ divided by Number of Hours and, NOT 10hrs X 110$ = 1100$ divided by Number of Hours
       Expense	QB Invoice Rate: Left blank for each transaction. QB Invoice QTY: Always a value of 1. QB Invoice Amount: The amount of each PSA Expense Entry.
       Charge	QB Invoice Rate: Left blank for each transaction. QB Invoice QTY: Always a value of 1. QB Invoice Amount: The amount of each PSA Charge Entry.
       Product	QB Invoice Rate: This reflects the billing price, Product Unit Price Billing, of each billable Product that appears in the PSA Invoice, specifically the value under the Amount column within the Product tab. QB Invoice QTY: This reflects the number of billable Products, Product Items, of each billable Product that appears in the PSA Invoice, specifically the value under the # of items column within the Product tab. QB Invoice Amount: This reflects the total for each Product transaction, specifically the value under the Total column with the Product tab of the PSA Invoice.

    Note: The export of individual invoices is also performed from the Invoice Manager page by selecting the check box of an Invoice # and then clicking the Export button. After an invoice is exported, the Invoice Export to QuickBooks Online page indicates that the invoice was successfully exported. If the export process fails, an error message indicates the problems and possible solutions.

11. Click Back to return to the Invoice Edit page and then click Back again to return to the Invoice Manager page.
12. Select the check box for an Invoice # and click the Post button to post the invoice (marks all entries as billed).
13. Upon being prompted to confirm the posting of the invoice, click either:
    1. Yes to proceed with the posting.
    2. No to cancel.

The Invoice Summary tab displays an overview of the invoice information, including:

• Last invoice number.
• Last invoice date.
• Total amount of charges, items, expenses, taxes and services included in the invoice.
• Current invoice number.
• Start and end date of the period.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Invoice Manager.
3. Navigate to the Invoices tab.
4. Click an Invoice # to open the Invoice Edit page for the selected invoice.
5. Navigate to the Summary tab to display the invoice summary information for the selected invoice.

   

   Note: The information on the Invoice Summary page is read-only and cannot be modified.

When generating an invoice with billable expense items that are also taxable, there are three ways the taxes can be handled and viewed in an Invoice Summary.

Note: To handle and view the taxes as described in the procedure of setting up the invoice summary expense entry display options, the correspondence between the sales tax details used at Client level (Setup>Work>Clients>Client Edit>Invoice Options>Tax Group List) and purchase tax details used at Expense Entry level (Entries>Expense Report>Expense Report List>Expense Entry Edit) must be set.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Work to expand the corresponding menu.
3. From the Work menu items, click Clients.
4. From the Clients list that displays, click the Name of the client you wish to access.
5. From the left hand side navigation click Invoice Optionswhich is located under Finanacial menu.
6. Navigate to the Expense Invoicing sub-tab to determine how the billable expense items that are taxable are displayed on the Invoice Summary page.
7. For each of the listed taxes within the Corresponding Taxes section:
   1. Select the Exclude From Invoice check box to not calculate the taxes incurred from the taxable expense entry and to only display the expense entry’s Net Amount in the Expenses box of the Invoice Summary page.
   2. Select the Include in Amount check box to calculate the Gross Amount of the expense entry and display the expense entry’s Net + Tax total in the Expenses box of the Invoice Summary page.

      Note: If both the Exclude From Invoice and the Include in Amount check boxes are cleared, then the Expense Entry amount and the Expense Entry Tax Amount appear in the Expenses and Total taxes boxes of the Invoice Summary page respectively.

8. Click Save to apply your changes.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Invoice Manager.
3. Navigate to the Batches tab.
4. From the Batches tab, click the expand button located against the required batch to expand the row and view the associated Invoices.
5. From the expanded row click the Invoice # to access the Invoice Edit page.
6. Navigate to the Transactions tab which displays all financial transactions. The information displayed includes the account number, account name, debit, credit, currency type, date and reference.
7. Click Back again to return to the Batches tab.
8. Repeat steps 4-6 for each of the associated invoices for each invoice batch you wish to export.
9. Then select the check box of the Batch to export.
10. Click Export to open the Invoices Export to QuickBooks Online page that displays the status of the export.
11. The PSA Invoice Number appears in the Note to customer field of the QuickBooks Online version.
12. Specific information, including the average rate and number of hours/quantity, are mapped to QuickBooks Online as follows:

    Time	QB Invoice Rate: The average of all billable time/time charges appearing on the invoice per transaction. Example: On a time entry of 10 hours, wherein 8 hours are billing at 100$ and the remaining 2 hours are billing at 120$, therefore the average billing rate for this entry (transaction) will be (100$ + 120$)/2 = 110$ QB Invoice QTY: The sum of billable time/time charges appearing on the PSA invoice per transaction. Example: A 4 hour time entry on the same day as a 4 hour time charge, since these are considered 2 separate transactions, each of them would have a QB Invoice QTY of 4. QB Invoice Amount: This reflects each individual PSA transaction Credit amount, specifically Total Amount divided by Number of Hours. The QB Invoice Amount per transaction may not reflect the QB Invoice QTY multiplied by QB Invoice Rate since an average rate is used. Example: A specific time entry has 8 hours at 100$ and 2 hours at 120$, the QB Invoice QTY Rate would show 110$ (the average), but the QB Invoice Amount reflects the actual amount in PSA, therefore the calculation is: (8hrs X 100$) + (2hrs X 120$) = 1040$ divided by Number of Hours and, NOT 10hrs X 110$ = 1100$ divided by Number of Hours
    Expense	QB Invoice Rate: Left blank for each transaction. QB Invoice QTY: Always a value of 1. QB Invoice Amount: The amount of each PSA Expense Entry.
    Charge	QB Invoice Rate: Left blank for each transaction. QB Invoice QTY: Always a value of 1. QB Invoice Amount: The amount of each PSA Charge Entry.
    Product	QB Invoice Rate: This reflects the billing price, Product Unit Price Billing, of each billable Product that appears in the PSA Invoice, specifically the value under the Amount column within the Product tab. QB Invoice QTY: This reflects the number of billable Products, Product Items, of each billable Product that appears in the PSA Invoice, specifically the value under the # of items column within the Product tab. QB Invoice Amount: This reflects the total for each Product transaction, specifically the value under the Total column with the Product tab of the PSA Invoice.

13. Click Back to return to the Batches tab and then select the check boxes of the batches to post.
14. Click the Post button to post the multi-client invoice (makes all entries included in the invoice as billed).
15. Upon being prompted to confirm the posting of the Invoice Batches, click either:
    1. Yes to proceed with the posting.
    2. No to cancel the request and return to the Invoice Manager page.
16. Click the Back link to return to the Batches tab.