PSA – QuickBooks Online Integration

This article describes the procedures for setting up the integration between QuickBooks Online and PSA, as well as exporting Payable Batches, Invoices, and Invoice Batches from PSA.

Note: PSA – QuickBooks Online integration does not support a multi-company feature; as a result, all objects included in the Payroll Batch, Payable Batch, as well as the Invoice and Invoice Batches are automatically associated to the default Company.

Table of Contents:

  1. Supported QuickBooks Online versions
  2. Object Mapping
    1. Invoicing
    2. Payables
    3. Customer – Job Integration
    4. Class Integration
  3. Setting Up the Integration
    1. Prerequisites
    2. Setting Up the Connection
      1. Accounting System Setup
      2. Company Setup
      3. Connect to QuickBooks Online
      4. Specify the QuickBooks Online Integration Properties
    3. Enable Export Summarized Transactions to QuickBooks Online
    4. Importing Objects to PSA
      1. Importing Objects
      2. Importing Jobs
      3. Importing Classes
      4. Object Mapping Between QuickBooks Online and PSA
      5. Imported Objects and Respective Paths
    5. Mapping Objects Between PSA and QuickBooks Online
      1. Mapping Objects at the Global Level
      2. Mapping Entries at the Object Level
      3. Setting Up Purchase Taxes (Exporting Expense Reports to QuickBooks)
      4. Setting Up Sales Taxes (Exporting Invoices to QuickBooks)
  4. Exporting Objects to QuickBooks Online
    1. Export objects
    2. Export Classes
    3. View Exported Object
  5. PSA Key Exporting Features 
    1. Exporting Payable Batches
    2. Exporting Invoices and Multi-Client Invoices

Supported QuickBooks Online versions

The following lists the QuickBooks Online versions that are currently supported by PSA.

  • Essentials and Plus (US, Canada)

Object Mapping

The following objects are mapped between QuickBooks Online and PSA:

Mapped objects between QuickBooks Online and PSA
QuickBooks Online Object Maps to PSA Object Direction
Taxes Tax Groups and Tax Details Import into PSA
Customers Clients Bi-Directional
Chart of Accounts Chart of Accounts Import into PSA
Service Items Work Types Bi-Directional
Non-Inventory Items Expenses Bi-Directional
Other Charge Items Charges Bi-Directional
Employees Users Bi-Directional
Vendors Users Export into QuickBooks Online
Class Class Import into PSA Database tables only

Invoicing

Invoices are used within PSA to prepare a summary of entries that can be billed to a given Client.

Invoices follow an approval process based on the Workflow designed by the system administrator. Once the Invoice has reached a point where it is considered approved, the Invoice can then be exported into QuickBooks Online, containing details of Accounts Receivable and Revenue transactions as well as populating an Invoice within QuickBooks Online.

The following objects need to be mapped to QuickBooks Online to utilize the Invoicing integration:

  • Employees as Users: Import/Export Employees as Users for whom you are invoicing their billable entries.
  • Chart of Accounts: Import the Chart of Accounts from QuickBooks Online.
  • Customers as Clients: Import/Export Customers as Clients whom you are invoicing.
  • Service Items as Work Types: Import/Export service items as Work Types to track billable entries.
  • Non Inventory Items as Expenses: Import/Export non-inventory items as Expenses if you are invoicing Expenses.
  • Other Charge Items as Charges: Import/Export other charge items as Charges if you are invoicing additional entries.

Payables

Payable Batches are used within PSA to prepare a summary of entries that can be reimbursed to a given User. Payable Batches can be exported into QuickBooks Online and contain details of Accounts Payable and Cost transactions as well as populating a Bill within QuickBooks Online.

The following objects need to be mapped to QuickBooks Online to utilize the Payable Batch integration:

  • Vendors as Users: Import/Export Vendors as Users whom you are reimbursing.
  • Chart of Accounts: Import the Chart of Accounts from QuickBooks Online.
  • Service Items as Work Types: Import/Export service items as Work Types to track reimbursable entries.
  • Non-Inventory Items as Expenses: Import/Export non-inventory items as Expenses to create Expense Entries to reimburse.
  • Other Charge Items as Charges: Import/Export other charge items as Charges if you are reimbursing additional entries.

Customer – Job Integration

Each Job will represent a Project within PSA and must be imported into the system; exporting Projects as Jobs is not supported.

Invoices will be generated and billed to the Job and not the Customer in order for the invoice to be sent over properly to QuickBooks Online; this means each Job will have a corresponding Client in the PSA system.

For further details refer to:

Class Integration

A Class represents a grouping type within the QuickBooks system. This grouping can also be represented within PSA by selecting an object in PSA that will represent the Class and then selecting the Class value when creating billable / payable entries within the PSA system. The integration does not allow setting an association to a Class for a given record and having that propagate through when exporting invoices, payable batches, or payroll; the Class must be selected per entry.

For further details refer to:

Setting Up the Integration

The primary/secondary model is a communication protocol that is used to determine which solution (QuickBooks Online or PSA) controls and updates the objects of the other solution (known as the primary). For integration purposes, QuickBooks Online is always the primary and PSA the subordinate application (secondary).

The primary/secondary model ensures that only one set of data exists in both applications. Therefore, if any changes are applied to an object already imported in PSA, such as a change of telephone numbers for an employee in QuickBooks Online, then re-importing (updating) the users ensures that both applications have the updated information.

The integration consists of the following steps:

  1. Prerequisites
  2. Setting Up the Connection
    1. Accounting System Setup
    2. Company Setup
    3. Connect to QuickBooks Online
    4. Specify the QuickBooks Online Integration Properties
  3. Importing Objects to PSA
    1. Importing Objects
    2. Importing Jobs
    3. Importing Classes
    4. Mapped objects between QuickBooks Online and PSA
    5. Imported Objects and Respective Paths
  4. Mapping Objects
    1. Mapping Objects at the Global Level
    2. Mapping Entries at the Object Level
    3. Setting Up Purchase Taxes (Exporting Expense Reports to QuickBooks)
    4. Setting Up Sales Taxes (Exporting Invoices to QuickBooks)

Note:

  • The updates are performed by the primary, which in this case is QuickBooks Online.
  • Payroll items are not available in the QuickBooks Online version.

Prerequisites

The preconditions to successfully connect to QuickBooks Online are:

  1. An Intuit account.
  2. An App Token, which will allow the migration of your data.
  3. Client Id
  4. Client Secret

Setting Up the Connection

Before users can connect to QuickBooks Online, communication must first be established between QuickBooks Online and PSA.

Enable Export Summarized Transactions to QuickBooks Online

You can activate exporting of Summarized Transactions to QuickBooks Online, which results in the consolidation of transactions linked to the same account, resulting in a more manageable number of summarized records. For further details refer to Enable Export Summarized Transactions to QuickBooks Online.

Importing Objects to PSA

After successfully setting up the connection to the QuickBooks online database, you can now import the objects from QuickBooks online. For further details refer to:

Mapping Objects Between PSA and QuickBooks Online

For QuickBooks Online integration, no actual segmentation is required; instead the segmentation setup indicates to PSA which objects are used in the Accounts Receivable (AR) and Accounts Payable (AP) transactions.

Note:

  • If Segmentation is setup both at global and object level. The object level Segmentation will have precedence over the global one. As a result, on the Transaction page the Segmentation value at the object level, will be displayed for the Transaction Debit column.
  • If a selection has been made for the Account option at the object level, it takes precedence over any other segmentation.
  • In order to display any object level Account, the respective object must be selected at the global level Segmentation.

Mapping Objects at the Global Level

The mapping of the PSA Organization Breakdown Structure (OBS) and Work Breakdown Structure (WBS) objects to specific chart of accounts ensures that the chart of accounts are accurately mapped to objects in PSA before mapping the entries to the accounts in QuickBooks Online. The term object mapping is used to describe which objects are imported or exported to and from PSA.

Mapping Entries at the Object Level

After the entries are mapped at the global level, then the information can be mapped correctly to the accounts in QuickBooks Online. For example, after mapping the time and expense entries to the Client and Group at the global level respectively, the Entries can then be mapped at the Client and Group object levels.

Setting Up Taxes

Exporting Objects to QuickBooks Online

Exporting refers to the transfer of information from PSA to QuickBooks Online. Before exporting objects from PSA to QuickBooks Online, ensure that the QuickBooks Online accounting setup is completed. For information on mapping the objects, see Mapped Objects table and Mapping Objects Between PSA and QuickBooks Online.

PSA Key Exporting Features

This section describes the following export operations supported in PSA:

  • Payable exporting: allows PSA to export user payable expenses and charges to the QuickBooks Online list of transactions (bills); for more information, see Exporting Payable Batches
  • Invoice exporting: allows PSA to export invoices (billable information) generated in PSA to the QuickBooks Online list of transactions (invoices); for more information, see Exporting Invoices and Multi-Client Invoices

Exporting Payable Batches

In PSA, a payable is defined as a collection of payable amounts that need to be reimbursed to the user (expenses and charges). With the PSA payable exporting feature, user payable expenses and charges can be exported to the QuickBooks Online bills. Overview of the process for exporting Payable batches to QuickBooks Online:

  1. Import objects from QuickBooks: For further details refer to Importing Objects to PSA
  2. Set Up the Segmentation: For further details refer to Mapping Objects Between PSA and QuickBook Online
  3. Create Expense Reports: Expense reports must first be created and then submitted for approval. After the expense reports are approved, they can then be exported to QuickBooks Online. When creating an expense entry, ensure that it is associated to a Tax Group and an expense item imported from QuickBooks Online. The expense entry must also be marked as Payable; otherwise, it will not appear in the payable batch.
  4. Set up Taxes: Before exporting expense reports to QuickBooks Online, verify that the Purchase Taxes are mapped to the appropriate Accounts in QuickBooks. For further details refer to Setting Up Purchase Taxes.
  5. Export Users as Vendors: In QuickBooks, only vendors can be reimbursed for all the expenses reported. Therefore, the users must be exported as vendors from PSA before exporting a payable batch. For more information on exporting users as vendors, see Exporting Objects from PSA into QuickBooks Online.

    Note: In QuickBooks Online, only Vendors can be reimbursed for all the expenses reported. Therefore, the PSA Users must be exported as Vendors into Quickbooks Online before exporting a Payable Batch.

  6. Generate a Payable Batch: For further details refer to Generating Payable Batches.
  7. Export Payable Batch to QuickBooks: For further details refer to Export Payable Batch to QuickBooks.

Generating Payable Batches

When an Expense Report is in the Approved and the Include entries in Payable Batch states of the Expense Workflow, and not already posted it can be included in a Payable Batch.

Note: When generating a payable batch, select the Company for which the payable batches are being processed to ensure that only the users associated with the selected company are displayed.

Export Payable Batch to QuickBooks

After generating the payable batch, it can then be exported from PSA into QuickBooks.

Note: The following objects must be imported from QuickBooks Online before exporting the payable batches. For more information on importing, see Importing Objects to PSA.

  • Chart of Accounts: Import G/L accounts from QuickBooks Online.
  • Employees: Import employees who create expense reports.
  • Work Types as Service Items or Products and Services (Income): import service items or products and services (income) as Work Types to select tasks originating from the QuickBooks Online work type in the expense reports.
  • Expenses as Non-Inventory Items or Products and Services (Expenses): import non-inventory items or products and services (expenses) as expense items to create expense entries.
  • Charges as Other Charge Items or Products and Services (Other Expense): import other charge items or products and services (other expense) as charges to create expense entries against payable charges.

Exporting Invoices and Multi-Client Invoices

PSA incorporates a comprehensive invoicing module that includes multi-currency processing and an extensive rate engine to generate fully functional invoices that are easily exported to the QuickBooks list of invoices.

  1. Import objects from QuickBooks: For further details refer to Importing Objects to PSA
  2. Set Up the Segmentation: For further details refer to Mapping Objects Between PSA and QuickBook Online
  3. Set up Taxes: Before exporting Invoices to QuickBooks, verify that the Sales Taxes are mapped to the appropriate Accounts in QuickBooks. Setting up Sales Taxes.
  4. Generate an Invoice/Multi Client Invoice: When all billable entries are approved, they can be included in an Invoice or Multi-Client Invoice and billed to the appropriate Clients. The Invoice Manager allows you to generate Invoices and Multi-Client invoices in PSA respectively. For further details refer to Generating Invoices or Multi-Client Invoices.

    Note: When generating an Invoice or multi-client invoice, select the Company for which the invoices are being processed to ensure that only the projects associated with the selected company are displayed.

  5. Exporting Invoices and Multi Client Invoice Batches:
    1. Exporting an individual Invoice
    2. Exporting a multi-client Invoice Batch

Generating Invoices or Multi-Client Invoices

When all billable entries are approved, they can be included in an Invoice or Multi Client Invoice Batch and billed to the appropriate clients. The Invoice Manager allow syou to generate Invoices and Multi Client Invoice Batches in PSA respectively.

To generate an Invoice or Multi Client Invoice Batch:

  1. From the Icon Bar click Financial .
  2. From the Navigation Menu click Invoice Manager.
  3. Navigate either to the Batches or Invoice tab For further details refer to Creating a new Invoice or Creating a Multi Client Invoice Batch

    Note: When generating an Invoice or Multi Client Invoice Batch, select the Company for which the invoices are being processed to ensure that only the Projects associated with the selected Company are displayed.

Exporting Invoices and Multi Client Invoice Batches

Invoices must be in the Allow Invoice to be exported State of the Invoice Workflow. Invoices can be exported to QuickBooks as:

Prior to exporting Invoices/Multi Client Invoice Batches, ensure that the following objects are imported from QuickBooks. For more information on importing, see Importing Objects from QuickBooks into PSA.

  • Chart of Accounts: import G/L accounts from QuickBooks.
  • Customers as Clients: import customers for whom invoices are generated.
  • Taxes: import tax details and tax groups to associate them to Clients you are invoicing.
  • Service Items or Products and Services (Income) as Work Types: import service items or products and services (income) as Work Types to create billable time entries against the task originating from the QuickBooks work type.
  • Non-Inventory Items or Products and Services (Expenses) as Expenses: import non-inventory items or products and services (expenses) as expenses only if exporting billable expense entries.
  • Other Charge Items or Products and Services (Other Expense) as Charges: Import other charge items or products and services (other expense) as charges only exporting billable charge entries.

Note: If Taxes and Clients are imported at different times, then Taxes must be imported first and subsequently Clients to ensure that the imported Clients are always associated to the correct Taxes. If Taxes and Clients are imported at the same time (during the same import process), the tax association is automatic.

Exporting Invoices

PSA allows users to export individual invoices to QuickBooks from either the Post Invoice or Invoice Manager page.

Exporting Multi Client Invoice Batches

The multi-client invoice feature allows the generation of one invoice for multiple clients and projects. Multi-client invoices can be reviewed and approved collectively, as well as exported to a financial system in a single operation. To export a multi-client invoice, all invoices in the multi-client invoice must be in the Approved and Allow Invoice to be exported state of the Invoice Workflow.