QuickBooks Online posts the revenue from each invoice line to the income account of the product or service on that line. When the QuickBooks Online integration copies an invoice, it looks for the QuickBooks product or service with the same name as the line's Avaza inventory item. If there isn't one, it creates one on your Default Revenue Account. That's why all your revenue can end up in one account.

Avaza invoice lines don't carry an income account of their own. To split revenue by type of service, give each type its own product in QuickBooks and an inventory item with the same name in Avaza.

In QuickBooks: set up accounts and products

  1. In your chart of accounts, create a parent income account for the revenue you want to split, for example Service Income.

  2. Under it, add a sub-account for each category, such as Creative Services, Production Services and Strategic Services.

  3. Create a product or service for each type of work and link it to its sub-account. Give each a clear, distinct name of under 100 characters.

  4. Optionally, create a test invoice in QuickBooks with these products and check that the revenue appears under the right sub-accounts in your Profit and Loss report.

For the exact screens, see QuickBooks' own help.

In Avaza: create matching inventory items

  1. Go to Settings › Inventory Items and click Add Item. Administrators and Finance Managers can do this.

  2. In Item Name, type the name of the QuickBooks product or service. Capital letters and extra spaces don't matter, but punctuation does: a hyphen doesn't match a dash.

  3. Add the Sale Price and Tax Rate, and click Save.

The name is what links the two. If you rename an item in Avaza, the next invoice that uses it goes to the QuickBooks product with the new name, or creates one.

Use the items on your invoices

Each invoice line's Type is its inventory item. How it's chosen depends on where the line comes from:

  • Lines you type: choose the item in the Type list.
  • Time from Add Time: always the Default Inventory Item for Timesheets, and you can't change it on the line. All your time goes to that item's sub-account. To choose which one, set the default in Settings › Invoice & Bill Settings (see invoice settings).
  • Expenses from Add Expense: the Default Inventory Item for Expenses, set on the same page.
  • Fixed amounts: the Invoice Inventory Item chosen with the fixed amount on the task. See fixed price projects.
An invoice line for Fernleaf Media: the Type list, here set to the Expense item, with the Add Inventory Item link below it

While the sync is on, the invoice is copied when you save it with a status the integration copies, or when you click Sync Now. In QuickBooks, check that each line shows the right product and that the revenue lands in the right sub-account. See filling out an invoice for the other invoice fields.

Good to know

  • The integration never changes a product that already exists in QuickBooks. If it created products on your default revenue account before you set this up, change their income account in QuickBooks.
  • Changing an item's price or tax in Avaza doesn't change the QuickBooks product. Each invoice line still goes across with its own price and tax.
  • Every tax on the invoice must be mapped to a QuickBooks tax code, or the invoice isn't copied. See the QuickBooks Online integration.