What information is synchronized with QuickBooks Online?

Only basic client information is synchronized:

• First Name
• Last Name
• Email Address
• Home Phone
• Mobile Phone
• Address

A new client record is only created in QuickBooks when the first financial transaction has been added to the client record in Pet Sitter Plus and then synced to QuickBooks.

Detailed instructions....

Updates to basic client information listed above will happen after you change / amend client information in Pet Sitter Plus and synchronization has occurred with QuickBooks Online.

Detailed instructions....

Service items are created and stored in QuickBooks Online when they are first synced from Pet Sitter Plus. Service Items are then stored as a Product/Service and can be used to create customized service reports in QuickBooks Online.

Detailed instructions....

• Client Name and Address
• Service Items
• Service Unit Charge
• Tax Elements

Note: Invoices with a zero value are automatically excluded from the sync queue due to there being no financial transactions that require integrating into QuickBooks.

Invoices are recorded in the :

Chart of Accounts

• As a total invoice amount in the Accounts Receivable account.
• As an individual service line items with associated value in the PSP Income account.

Client Account

• As an invoice with the associated total value.

Detailed instructions....

The voiding of an invoice in Pet Sitter Plus has the same function and meaning in QuickBooks. 

In both systems, voiding an invoice reduces the balance of payments outstanding on a client account by the value of the original invoice. Voiding removes the invoice in Pet Sitter Plus. The services remain on the Order so you can make edits, and create a new invoice. 

If an invoice in Pet Sitter Plus is voided, on the next synchronization the equivalent invoice in QuickBooks will also be voided.

Voided invoices are recorded in the: 

Chart of Accounts

• As a voided invoice with a zero value in the Accounts Receivable (AR) account.
• As an itemized Invoice with a zero value In the PSP Income Account.

Client Account

• As a voided invoice with a zero value.

Detailed instructions....

For pet sitting businesses that invoice in advance of service using Pet Sitter Plus, credit notes are typically used when services are cancelled.

Credit Note representation:

Pet Sitter Plus 

• A credit note is a separate document that is attached to an invoice.

QuickBooks

• The original invoice in QuickBooks is amended to reflect the effect of the service cancellation.

The financial outcome of a debit note has the same effect in each system, but the representation/display of a credit note is different. 

Detailed instructions....

For pet sitting businesses that invoice in advance of service using Pet Sitter Plus, debit notes are typically used when the value or services are increased for whatever reason.

If an invoice in QuickBooks has already been paid in full, then a debit note synchronized from Pet Sitter Plus will have the effect of creating a further outstanding amount that will need to be settled by the client.

Debit Note representation:

Pet Sitter Plus 

• A debit note is a separate document that is attached to an invoice.

QuickBooks

• The original invoice in QuickBooks is amended to reflect the effect of the increase in the value of the service.

Detailed instructions....

Tips are recorded as non-taxable items in both systems.

When synced, the tip is then added onto the relevant invoice in QuickBooks.

Detailed instructions....

The Pet Sitter Plus / QuickBooks Integration supports write offs. Simply process a write off in Pet Sitter Plus in the normal way and it will be processed as an equivalent write off in QuickBooks.

In QuickBooks, write offs synchronized from Pet Sitter Plus are recorded in the following locations in QuickBooks:

Chart of Accounts

• As a Credit Memo in PSP-Bad Debts account
• As a Credit Memo in Accounts Receivable (A/R) account

Client Account

• As a Credit Memo in the Client Account.

Detailed instructions....

1. Payment on Account.

If a client makes a payment before an invoice has been created, this is called a payment on account. Payments on account that are recorded in Pet Sitter Plus will be synchronized to QuickBooks as follows.

Payments on account are recorded in the:

Chart of Accounts

• As a Payment in the Undeposited Funds Account.
• As a Payment In the Account Receivable (A/R) Account

Client Account

• As an unapplied payment.

2. Payment allocated to an Invoice

When a payment has been applied to an invoice in Pet Sitter Plus it will be synchronized appropriately in QuickBooks.

Payment allocation, plus subsequent de-allocation and re-allocation in Pet Sitter Plus is supported. 

This means that if you change the payment allocation in Pet Sitter Plus, then the changes you make should be accurately reflected in QuickBooks when next synced.

Payments allocated to invoices are recorded in the:

Chart of Accounts

• As a Payment in the Undeposited Funds Account
• As a Payment In the Account Receivable (A/R) Account

Client Account

• As a payment with a status of "Closed."

Detailed instructions....

Unallocated payments of any kind can be refunded to a client.  

Supported functions

• Full Refunds
• Partial Refunds
• Amended Refunds
• Deleted Refunds

Refunds created in Pet Sitter Plus are recorded in QuickBooks in the following way:

Chart Of Accounts

• As a credit in the Accounts Receivable (A/R) Account
• As a debit in the PSP-Bank Account

In the client account

• As a “check” in the client account in QuickBooks.

Detailed instructions....