Send HVAC Jobs, Invoices and Payments to QuickBooks Online
The invoice your office raises from the job is the invoice that lands in QuickBooks Online, along with the customer and the payment. Your bookkeeper stops retyping the week, and the books follow the work.
QuickBooks Online sync is on Pro and Enterprise · One way: from FSM Navigator to QuickBooks Online
Friday afternoon, retyping invoices
A week of tune-ups, repairs and a system changeout is done, and somebody is retyping every invoice into QuickBooks so the bookkeeper can close the month. One gets the wrong customer. Another gets the right customer and the wrong amount.
HVAC software with QuickBooks Online should take that afternoon off your plate. In FSM Navigator the invoice is created from the job, so there is nothing to retype.
Customers, invoices and payments
Customers and their sites
Each customer goes to QuickBooks Online with its service locations, so the names and addresses in your books match the ones your techs visit.
Invoices and voids
Invoices are sent as they are created from jobs, and a voided invoice is voided in QuickBooks too. See invoicing and payments.
Payments and refunds
Payments recorded in FSM Navigator are sent, including card and bank payments customers make in the customer portal. Refunds arrive in QuickBooks as credit memos.
The Owner connects one QuickBooks Online company from Company Settings and chooses what is sent automatically. Sending by hand is always available. QuickBooks Online is the only accounting software FSM Navigator connects to, and it does not connect to QuickBooks Desktop. The QuickBooks Online integration page has the full list.
Where to make your changes
The sync runs from FSM Navigator to QuickBooks Online and never the other way. Jobs, invoices and payments start in the field and the office, so FSM Navigator is where you create and change them. QuickBooks receives them and does what it is good at: the ledger, payables and taxes.
In practice: make invoice and customer changes in FSM Navigator. If you change an invoice and send it again, FSM Navigator updates the same invoice in QuickBooks with its own version, not a second one. A change made only in QuickBooks does not come back, so if your bookkeeper edits an invoice there, the two will differ until the change is made in FSM Navigator as well.
Record payments in FSM Navigator, or let customers pay in the portal, and both systems show the invoice as paid. A setup where both sides can edit sounds better until both edit the same invoice and someone has to decide which version is right. One direction is easier to explain to your bookkeeper.
Customers you already have in QuickBooks
FSM Navigator does not take over or merge with customers already in QuickBooks Online. It sends its customers as their own records. If a name is already taken in QuickBooks, it adds the customer number to the name so the two records stay separate instead of one being pointed at the other.
That protects you from attaching an invoice to the wrong customer, but it means a customer who exists in both places can appear twice in QuickBooks. If you are moving an existing customer list over, decide with your bookkeeper which copy stays before you turn on automatic sending.
HVAC work that bills correctly before it reaches QuickBooks
Maintenance agreements
With automatic invoicing on, FSM Navigator raises the invoice when a job for a customer with an agreement in force is completed. See HVAC maintenance agreements.
Replacement deposits
A deposit on a signed quote is its own invoice, paid online in the portal, and it is credited on the final invoice.
Job profit
The margin on each job is worked out in FSM Navigator, where the labor and parts costs are recorded. See job profitability for HVAC.
For the owner's own numbers, see field service reporting. For the parts side of an HVAC shop, see purchase orders.
Which plan has QuickBooks Online sync
QuickBooks Online sync is on Pro and Enterprise, along with the customer portal, service agreements, membership plans and job profitability. Invoicing itself is on every plan. See pricing and the HVAC industry page.
More on HVAC Billing and Your Books
HVAC and QuickBooks Online Questions
Does FSM Navigator sync two ways with QuickBooks Online?
No. It runs one way: customers and their service locations, invoices and payments go from FSM Navigator to QuickBooks Online. Nothing is imported from QuickBooks.
Should I edit invoices in FSM Navigator or in QuickBooks?
In FSM Navigator. A change made only in QuickBooks does not come back, and an invoice sent again from FSM Navigator updates the same invoice in QuickBooks with FSM Navigator's version.
If I change an invoice and send it again, do I get a second invoice in QuickBooks?
No. FSM Navigator keeps the link to the QuickBooks invoice it created and updates that one.
Do payments customers make in the portal go to QuickBooks?
Yes, when payment sending is turned on. Card and bank payments made in the customer portal are sent to QuickBooks Online, and refunds arrive as credit memos.
What happens to customers I already have in QuickBooks?
FSM Navigator does not match or merge with them. It sends its customers as their own records, and if a name is already taken in QuickBooks it adds the customer number to the name so the two stay separate. If the same customers exist in both places, plan to tidy the duplicates in QuickBooks.
Does it work with QuickBooks Desktop?
No. QuickBooks Online is the only accounting software FSM Navigator connects to.
Which plans include QuickBooks Online sync?
Pro and Enterprise. Invoicing itself is on every plan, so you can invoice before you connect your books. See the pricing page for plan details.
Let the Books Follow the Work
Invoice from the job, collect the payment and send it all to QuickBooks Online, one way and on purpose.
14-day free trial · Nothing charged until the trial ends · QuickBooks Online sync is on Pro and Enterprise