Integration with QBO
Learn how use Prodsmart in Quickbooks online and vice-versa
Vânia Lourenço avatar
Written by Vânia Lourenço
Updated over a week ago

Autodesk Prodsmart allows integrate with Quickbooks online and desktop. These integrations are connections between the two applications that work together to share information and/or data among them. In this article, you can see what data flows and triggers are available.

To access the integration page, follow these steps:

1. Connect both systems, to do this click on the User/company name and select 'Integrations'.

2. Select QuickBooks online

  • Connect with Quickbooks online directly from this page.

QuickBooks Online (QBO)

Below are presented the possible tested options to configure from Prodsmart to QBO, and vice-versa.

From Prodsmart

Action

To QBO

Receiving

create

Bill

Shipping

create

Invoice

Inventory

update

Inventory

Purchase Order

create

Purchase Order

Purchase Order

create

Bill

Sales Order

create

Sales Receipt

Sales Order

create

Invoice

Sales Order

create

Estimate

Sales Order

create

Bill

From QBO

Action

To Prodsmart

Invoice

create

Sales Order

Invoice

create

Ship

Invoice

create

Job/Production Order

Purchase Order

create

Purchase Order

Estimate

create

Sales Order

Bill

create

Purchase Order

This options of configuration are available in the integrations page of QBO.

Integration settings

The system provides additional configuration options in the Edit button under the Advanced fields, which are described below:

  • Quickbooks Item Line Description (1)

    • Empty

    • Product Name

    • Product Observations

Used to determine the item's description in QBO's end entity. By default, it is the item description in QBO. If the name is selected, the integration will search for the name of the product in Prodsmart and populate it in each item in QBO's end entity. If the product observations option is selected, the product observations will be populated in each item in QBO's end entity.

  • Quickbooks Supplier Match By (2)

    • Empty

    • Code

    • Name

Used to set if the supplier linked to QBO's end entity will match the code or name of the supplier in Prodsmart when sending a purchase order from Prodsmart to an end entity in QBO.

  • Quickbooks Customer Match By (3)

    • Billing Address Name

    • Code

    • Name

Used to set if the client associated with QBO's end entity will match the property name of the billing address, the client's code or the client's name in Prodsmart when sending a sales order to an end entity in QBO (Estimate, Invoice or Sales Receipt).

  • Save Prodsmart Entity Code to Quickbooks Custom Field (4)

    • Quickbooks Custom Field Name

    • Quickbooks Custom Field Number

Used to populate a custom field in QBO's end entity with the code of the Prodsmart entity that generated it. To find the custom field number in QBO, reach out to us.

  • Save PS Custom Field to QB Field (5)

    • QuickBook Custom Field Name 1-3

    • Prodsmart Custom Field Name 1-3

It is used to transfer data from Custom Fields in Prodsmart to the corresponding Custom Fields in QBO. To make this transfer happen, you need to have the option "Save Prodsmart Entity Code to Quickbooks Custom Field" selected and identify the custom field name in QBO (QuickBook Custom Field 1) and its corresponding one in Prodsmart (Prodsmart Custom Field 1). It's important to note that the field names are case sensitive.

This option is allowed in the following flows: Sales Order to Estimate, Receipt, and Invoice, and Shipping to Invoice.

  • Quickbooks Service Item Name

    • Fixed value (to be specified below)

    • Shipping/Receiving product observation

Used for modeling discounts in QBO. If an option is selected and the product on Prodsmart's sales order is empty, the value pushed to QBO will be the one selected on the dropdown. Regardless of the selected option, the product pushed to QBO must already exist. If that is the case, the product will be added to QBO's end entity.

  • Ignore Category Names on Products Import

Used to prevent the product category in QBO to be added to the Prodsmart product code. This occurs when the products in Sales Orders and/or Purchase Orders aren't found in Prodsmart and therefore are generated by the integration.

  • Auto Archive Sales order

Used to automatically archive the Sales Order in Prodsmart when an invoice is generated in QBO and the Sales Order in Prodsmart is 100% shipped.

FAQ:

1. It is possible to create products when sending information from Prodsmart to Quickbooks Online, and vice-.versa?

The creation of products is only available when sending information from Quickbooks to Prodsmart. Therefore, if the product in Prodsmart doesn't exist in QBO, the action won't work.

2. Can I use the integration if my company is outside of the United States?

You can use the QBO integration if your company is located outside of the US to send information from QBO to Prodsmart. The inverse flow (sending data from Prodsmart to QBO) isn't currently supported outside of the US.

If after reading this article you still have some doubts, feel free to reach out to us through our Live-chat feature, or directly to your CSM.

Need help? Request a Prodsmart expert to contact you here.

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