Taskrol feature
QuickBooks Online Integration: Invoices and Payments Sent to Your Books
Connect your company to QuickBooks Online once. From then on the customer, the invoice, the payment and any refund go to your books on their own, with the tips and card surcharges kept apart. The sync runs one way, from Taskrol to QuickBooks Online. QuickBooks Online sync and the service manuals come with the Basic and Pro plans.
Included on Basic and Pro. Every new account gets 7 days of Pro free, no card.
The short answer
Taskrol integrates with QuickBooks Online. The owner connects the company to QuickBooks with Intuit's own sign-in, matches Taskrol's line types to QuickBooks items once, and from then on Taskrol sends each job's customer, invoice, payments, tips, card surcharges and refunds to QuickBooks as the job is completed and paid. The sync runs one way, from Taskrol to QuickBooks, and the bookkeeper works in QuickBooks as before.
A repair shop's books live in QuickBooks, and the invoices, payments and refunds that feed them are created on jobs in Taskrol. Typing them into QuickBooks a second time is where evenings go and where the two sets of numbers drift apart.
The QuickBooks Online integration closes that gap. Each company in Taskrol connects to its own QuickBooks Online company. Once the owner has matched Taskrol's line types to QuickBooks items, every job that is completed, sent to the customer or paid shows up in QuickBooks as a customer, an invoice and its payments, and each later change to the job updates the same QuickBooks documents.
How the QuickBooks integration works
- Connect to QuickBooks. In Settings, QuickBooks, the owner presses Connect to QuickBooks, signs in at Intuit and chooses the QuickBooks company. The QuickBooks password stays with Intuit: Intuit hands Taskrol a key for that company, and Taskrol stores it encrypted. A company can be connected by its owner only, and each company in Taskrol connects to its own QuickBooks company.
- Match your items once. On the mapping screen the owner picks the QuickBooks item for each of Taskrol's line types: parts, labor, the diagnostic fee, discounts, tips, card surcharges and refunds. Pick an existing item or let Taskrol create one. The owner also picks the account that payments are deposited to and, where QuickBooks asks for one, the tax code and the payment methods. Until the mapping is saved, nothing is sent.
- Work the job as usual. Nothing changes on the job. The technician signs the diagnostic fee, writes the estimate, takes the payment. When the job is completed, the invoice is sent to the customer or the first payment comes in, Taskrol sends the customer, the invoice and the payments to QuickBooks. A job can also be sent by hand from its menu, Send to QuickBooks.
- Later changes follow. If the invoice is edited after it went to QuickBooks, the same QuickBooks invoice is updated. A tip recorded later, a card refund from Taskrol or a refund you record by hand goes to QuickBooks as its own document. A job that is cancelled or deleted before any money moved voids its QuickBooks invoice.
- Check the sync log. Every invoice and job shows whether it is in QuickBooks. A sync log lists what was sent, and anything QuickBooks did not accept is marked with the reason and a Retry button. Documents sent from a date you choose; earlier jobs stay out unless you send them yourself.
- Disconnect whenever you want. Disconnect from QuickBooks in the same settings screen, or revoke Taskrol's access from inside QuickBooks. Taskrol stops sending and deletes its key. Everything already in QuickBooks stays in QuickBooks.
Customers, invoices, payments, tips and refunds
Each job becomes one invoice in QuickBooks under its customer. Payments taken in Taskrol, by card, cash, check or any other method you record, are applied to that invoice. Tips and card surcharges are kept out of the invoice total and sent as a separate sales receipt; refunds go as refund receipts. Your totals in QuickBooks match what the customer paid.
One way, from Taskrol to QuickBooks
Taskrol writes to QuickBooks; it does not change your books in other ways. What your bookkeeper does inside QuickBooks stays theirs: categorizing, reconciling, reports and tax.
Your QuickBooks items, your accounts
Parts, labor, the diagnostic fee, discounts, tips, card surcharges and refunds each map to a QuickBooks item you choose, and payments land in the deposit account you choose. Set it once per company; change it any time.
Edits and refunds keep the books in step
An invoice edited in Taskrol updates the same invoice in QuickBooks instead of creating a second one. A refund in Taskrol, whether a card refund or one you record by hand, goes to QuickBooks as a refund receipt.
A sync log with Retry
Each document's status is on the job and in the log. Where QuickBooks rejects something, for example a customer name that already exists for a vendor, the log says so in plain words and the owner fixes it once and presses Retry.
Connected the way Intuit requires
The connection uses Intuit's own sign-in (OAuth 2.0). Taskrol holds only the key Intuit issues for that company, stored encrypted, and uses it only to send your documents. Disconnecting removes it.
Plus the CSV export, as before
The web report still exports a CSV of jobs with revenue, card net received, margin, parts cost, taxes and tips on Basic and Pro, for a bookkeeper who prefers a file or works outside QuickBooks.
Included on Basic and Pro
The QuickBooks Online sync comes with the Basic and Pro plans, for every company in the account. Basic is $29 a month with one user; Pro is $129 a month with three. Every new account starts with 7 days of Pro, no card, so the connection can be tried on real jobs from the first day.
Frequently asked questions
Does Taskrol integrate with QuickBooks?
Yes. Taskrol integrates with QuickBooks Online. After the owner connects the company and matches Taskrol's line types to QuickBooks items, Taskrol sends each job's customer, invoice, payments, tips, card surcharges and refunds to QuickBooks as the job is completed and paid.
Which direction does the sync run?
One way, from Taskrol to QuickBooks. Taskrol creates and updates customers, invoices, payments, sales receipts for tips and card surcharges, and refund receipts in QuickBooks. It does not read your books back into Taskrol beyond the lists it needs for setup, such as your items, accounts and payment methods.
What exactly goes to QuickBooks?
For each job: the customer (name, phone, email and address), one invoice with its lines, tax and discount, every payment applied to it with the payment method and reference number, tips and card surcharges as a separate sales receipt, and refunds as refund receipts. Estimates, photos, notes and your parts catalog stay in Taskrol.
When is an invoice sent?
When the job is completed, when the invoice is sent to the customer, or when the first payment comes in, whichever happens first. Later edits update the same QuickBooks invoice. Any job can also be sent from its menu with Send to QuickBooks.
Does it work with QuickBooks Desktop?
The integration is built for QuickBooks Online. For QuickBooks Desktop, the web report's CSV export of jobs with revenue, card net received, margin, parts cost, taxes and tips is the way to hand numbers to the bookkeeper.
Which plans include the QuickBooks integration?
Basic and Pro. Basic is $29 a month with one user included and Pro is $129 a month with three users; extra users are $29 a month on either. Every new account starts with 7 days of Pro, no card, so the connection can be tried on real jobs from the first day.
Can a technician or manager connect QuickBooks?
The company owner connects, disconnects and sets the mapping. Managers can see the connection status and the sync log. Technicians work the job as usual and see whether an invoice is in QuickBooks.
I run several companies in Taskrol. Do they share one QuickBooks?
Each Taskrol company connects to its own QuickBooks Online company, so the books of two companies never mix. Connect each one separately.
What happens to old jobs when I connect?
Taskrol starts sending from the date you connect; you can move that date in the settings. Earlier jobs are not sent on their own, so nothing your bookkeeper already entered is duplicated. Any older job can be sent by hand with Send to QuickBooks.
What happens when I disconnect?
Taskrol stops sending, revokes its access with Intuit and deletes the key it held for your company. Documents already in QuickBooks stay in QuickBooks. You can also revoke Taskrol's access from inside QuickBooks, under Apps.
Included on Basic and Pro. Every new account gets 7 days of Pro free, no card.