QuickBooks Online (QBO) Integration with Project Insight: Configuration Guide

This guide walks you through configuring the QuickBooks Online (QBO) integration within your Project Insight (PI) workspace. Once the add-on is installed, you can customize various settings to tailor how data, such as invoices, time entries, and expense reports, is exported from PI to QBO. Follow the steps below to configure the integration via the configuration form.

Accessing the Configuration Form

After installing the QuickBooks Online add-on in your PI workspace, navigate to the Configuration Form to enable and customize the features you need. This form includes settings for invoices, time entries, and data mapping between PI and QBO.

Invoice Settings

The Invoice Settings section allows you to define how invoices are exported from PI to QBO. Below are the available options:

Allow Invoices In QBO At Sub-Customer Level

• Sub-Customer/Project Level: Enable this option to export invoices at the sub-customer or project level (sometimes referred to as "projects" under a customer).
• Default Behavior: If this option is disabled, invoices are exported at the top-level customer level, not tied to a specific sub-customer or project.

QBO Default Sales Tax

• If your company uses sales tax and invoice items require tax application:
• Use the dropdown menu to select a sales tax rate from QBO. This populates with all sales tax items configured in your QBO account.
• The selected tax rate will be applied to exported invoices.

Invoice Billing Email CC

• Add an email address to be included in the CC field of invoices emailed from QBO.
• Enter the desired email address in the provided field, and it will be set as the CC recipient in QBO.

Send email notification with each new QuickBooks invoice

• Enable this option to receive an email notification each time an invoice is exported to QBO.
• Customize the notification:
  
  • Recipient: Select a PI user to receive the email.
  • Subject: Define the email subject line.
  • Body: Edit the default email template. Use PIML (Project Insight Markup Language) tags to dynamically insert invoice data (e.g., invoice number, amount) into the email.

Use Invoice Description as QBO Customer Memo

• Enable this option to map the invoice description from PI to the Customer Memo field in QBO.

Use payment term from PI

• Enable this option to export payment terms from PI to QBO invoices.
• Default Behavior: If disabled, QBO will apply its own default payment terms settings.

Ignore Qty and Unit Price/Rate When Using Markup Percent

• If you use markup percentages on PI invoice line items:
  
  
  • Default Behavior: The quantity and rate (adjusted by the markup percentage) are exported to QBO.
  • Alternative: Enable this option to export only the adjusted total (markup applied) for each line item, without itemizing quantity and rate.

Custom Fields

• Map the purchase order number and project name from PI to custom fields in QBO.
  • Use the dropdown menu to select from custom fields already set up in your QBO workspace.
  • Example: Map the PI purchase order number to a QBO custom field.
• Note: Custom fields must be pre-configured in QBO to appear in the dropdown.

Attach a Custom Report

• If you use the Custom Reporting Templates (Microsoft Word) add-on:
  
  • Select an invoice template from the dropdown list in this section.
  • Customize the naming convention for exported files.
  • When an invoice is exported:
    
    • A Word document is generated and attached to the invoice in PI.
    • The same document is attached to the invoice in QBO.

Upload Invoice Attachments To QBO

• Enable this option to export invoice attachments from PI to QBO.
• Create PDF For All Expense Entry Receipts: If expenses are associated with the invoice in PI, enable this option to consolidate them into a single PDF and attach it to the QBO invoice.
• Designate Invoice Attachments To Be Included With Emailed Invoice: Enable this option to include invoice attachments in emails sent from QBO

Time Entry Settings

This section configures how approved timesheets from PI are exported to QBO.

Use Classes On Time Entries

• Enable this option to support adding classes to time entries in PI.
• When enabled:
  
  • A Class field appears on PI time entries.
  • Users can select a class, and this value is exported to QBO with the time entry.
• Note: Classes must be set up in QBO for this feature to function.

Mapping Settings

The Mapping section allows you to align data points between PI and QBO for seamless exports. The following mappings are available:

• Map Users to QBO Employees - Necessary for time tracking exports
• Map Users to QBO Vendors - Necessary for reimbursable expense report exports
• Map Companies to QBO Customers - Necessary for all exports
• Map Projects to QBO Sub-Customers - Necessary for all exports
• Map Expense Codes to QBO Items - Necessary for reimbursable expense report and invoice exports
• Map Time Codes to QBO Items - Necessary for time tracking and invoice exports
• Map Expense Codes to QBO Accounts - Optional. Might be required for reimbursable expense report exports if the items on created vendor bills need to be associated to specific GL accounts. 

Key Features

• Prompted Mapping: If a required mapping is missing during export (e.g., for an invoice, timesheet, or expense report), PI will prompt you to map the data on the fly.
• Preemptive Mapping: Set up mappings in advance to avoid prompts during export.
• Edit Mappings: Review, modify, or delete existing mappings if they were set incorrectly.

Summary

The QuickBooks Online integration with Project Insight provides flexible options to tailor how invoices, time entries, and related data are exported. Use the configuration form to enable features like sales tax, custom fields, email notifications, and attachments. Pre-map data points to streamline exports, or let the system prompt you as needed. For advanced customization, leverage add-ons like Custom Reports for Microsoft Word.

For further assistance, contact Project Insight support.