This article explains all the options you can manage for your QuickBooks Online sync, and the Chart of Accounts inside MotionOps.
Sync Settings
At any time, you're able to modify your Automatic Sync Rules inside your QuickBooks Sync Settings. These rules are automatically configured for you once you connect your QuickBooks Online account.
The Automatic Sync Rules are used to configure the way your data flows from MotionOps to QuickBooks Online for your Clients, Products & Services, Invoices, and Transactions.
Select a rule you want to apply for your integration, based on the desired behaviour.
Clients
Clients [QuickBooks Online] <-> Accounts [MotionOps]
Only after they appear on an Invoice or Payment
When this rule is set, the accounts created in MotionOps will not automatically be sent to QuickBooks Online, instead, they will be created once an Invoice is generated for them in MotionOps.As soon as they are created or updated
If you want to always send accounts to QuickBooks Online instantly, you need to select this rule. This may cause duplicates and potential issues, as the newly created accounts may not have all the details.
Products & Services
Products & Services [QuickBooks Online] <-> PriceBook [MotionOps]
Only after they appear on an Invoice
When this rule is set, the PriceBook (Labor or Material) items created in MotionOps will not automatically be sent to QuickBooks Online, instead, they will be created once they appear on a newly generated Invoice in MotionOps.As soon as they are created or updated
If you want to always send new PriceBook (Labor and Material) items to QuickBooks Online Products & Services, you need to select this rule.
The default Income Accounts for newly created Products & Services will be used based on your selection in the Chart of Accounts section.
Naturally, Material PriceBook items are mapped to Products (Non-Inventory Items), and Labor PriceBook items are mapped to Services.
Invoices
Only after they are sent or have a pending status
When this rule is set, the draft Invoices created in MotionOps will not automatically be sent to QuickBooks Online, instead, they will be created once they are either sent to customers or manually set as pending.As soon as they are created or updated
If you want to always send new Invoices to QuickBooks Online, you need to select this rule. This will send all draft invoices as well.
Payments
Payments [QuickBooks Online] <-> Transactions [MotionOps]
When they are collected or updated
When this rule is set, all transactions created in MotionOps will automatically be sent to QuickBooks Online and linked to their corresponding invoices.Do not sync
If, for some reason, you don't want transactions to be synced from MotionOps, you need to select this rule. This will not sync your payments, and you will have to manage them inside QuickBooks Online manually.
Chart of Accounts Setup
Set up and manage your chart of accounts within MotionOps to align with your QBO setup. MotionOps doesn't allow you to fully manage your Chart of Accounts, but it offers a way to select default Income or Expense accounts you want correlated with your data.
Bank Deposit Account - Reflects the account where you already receive MotionOps Payments payouts, in case you're using MotionOps Online Payments.
This is typically a Checking or Cash deposit account.
This setting will not change where payouts are deposited.
Processing Fees - This is the Expense account where you want the processing fees to be tracked. By default, we offer to create a new Expense account for you, called MotionOps Processing Fees.
Service Fees - This is an Income account where you want to track the service fees you pass to your customers, in case they pay with a credit card online. By default, we offer to create a new Income account for you, called MotionOps Service Fees.
The Processing Fees Expense account and Service Fees Income account are important only if you're using MotionOps Online Payments.
Income from Labor (Services) - This should be the default income account for all Labor items created in your PriceBook. Naturally, we map Labor to Services.
Income from Materials (Products) - This should be the default Income account for all Material items created in your PriceBook. Naturally, we map Materials to Products (Non-Inventory Items).