QuickBooks Online - 3.1 Create a Work Order Config Profile

Part 3.1 of 4: A step-by-step guide on creating Config Profiles that will send Work Order info to QBO.

Parts 3.1, 3.2 and 3.3 will be the most technical QuickBooks Online article of the series. If you have detailed questions on configuring how data will flow from EBIS to QBO, you will likely find it here.

To summarize the article below:

• EBIS connects to QBO by connecting to QBO's Products & Services functionality. 
• The way to set this up within EBIS is to create a Config Profile.
• Config Profiles allow you to send EBIS Invoices and PO Subtotals to specific Products & Services within QBO.

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Step-by-step video walkthrough to set up Config Profiles and explanation of fields.

This video will walk you through the process of:

1. Creating a new Config Profile.
2. Setting Config Profiles as Defaults.
3. Mapping EBIS Line Item Classifications to QBO's Products & Services.
4. How different toggles/settings impact EBIS to QBO mapping.

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Config Profiles: What are they and why are they important?

A Config Profile is a group of configuration settings that tell EBIS how to map/represent the data sent over from EBIS to QuickBooks. This is where the details of the integration are configured.

The Work Order, OTC and Purchase Order modules all require at least one Config Profile to be created prior to syncing.

When the QBO integration is enabled, any new Work Orders, OTCs and Purchase Orders will have the Default Config Profile applied to them. This can be found and edited under the Config & Billing tab of the Work Order, OTC or Purchase Order.

Each module has different settings for Config Profiles. This article will outline the Work Order Config Profile settings in detail below.

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Work Orders: Setting up a Config Profile

Step 1: Create a Work Order Config Profile

To create a Config Profile for the Work Order module in EBIS:

1. Go to Config > QuickBooks Config > Work Order tab.
2. Click the + in the top right of the Configure QuickBooks section and Add Config Profile.
3. Enter a name and hit Add. To copy from another Config Profile, use the Copy Profile From dropdown and select your Config Profile template.

 

Step 2: Connect EBIS to QBO Products & Services by using the QB Item Configuration screen.

(Option 1) If you are not currently using QBO Products & Services:

1. Go to Config > QuickBooks Config > Work Order Tab.
2. Click into a Work Order Config Profile.
3. Go to the Main section and click on the blue QB Item Configuration button.
   1. You will notice most or all dropdowns in the Product/Service column have a blue border and the Expense and Income Accounts are greyed out. This means EBIS does not currently find any QBO Products & Services with this exact name to connect to (see screenshot below).
4. In the top left of the screen, click the blue Push button. This automatically creates the relevant Products & Services items within QBO. If the connection worked, you will see the blue outline disappear around the Product/Service dropdown, and the Expense and Income Accounts will populate with the info found within the QBO Products & Services item. You will also get this confirmation: "Product/Services and their respective accounts and taxability have been pushed to your QuickBooks account."

 

(Option 2) If you are currently using QBO Products & Services and want to connect to existing QBO items:

1. Go to Config > QuickBooks Config > Work Order Tab.
2. Click into a Work Order Config Profile.
3. Go to the Main section and click on the blue QB Item Configuration button.
   1. You will notice most or all dropdowns in the Product/Service column have a blue border and the Expense and Income Accounts are greyed out. This means EBIS does not currently find any QBO Products & Services with this exact name to connect to.
4. Under the Product/Service column, click into one of the row's dropdowns and type the name of the QBO Product & Service you wish to connect this row to. The name must match the QBO Product & Service item exactly in order to connect.
5. Hit Enter. If the connection worked, you will see the blue outline disappear around the Product/Service dropdown, and the Expense and Income Accounts will populate with the info found within the QBO Products & Services item. You will also get this confirmation: "Product/Service destination saved to EBIS."
6. Repeat this process for all rows in this screen.

Your EBIS and QBO items are now fully synced. The next steps will focus on customizing the level of detail that comes through in the data.

 

Step 3: Configure the level of detail that will show up on QBO Invoices.

Use the Main section of the Work Order Config Profile to determine how data will flow into QBO Invoices and GL Accounts:

1. Go to QuickBooks Config > Work Order Config Profile > Main.
2. Set the name of the Config Profile using the Name field.
3. Use the Detail Level dropdown to determine the amount of detail sent to QBO to display on the invoice (see screenshots below for examples of each formatting option)
   1. Summary (Recommended): This summarizes each Work Order Subtotal into one line item on the QBO Invoice. This makes the QBO Invoice straightforward and easy to send to customers for payment.
   2. Item: This sends each individual Work Order line item to the QBO Invoice.
4. The By Department toggle will further split out Work Order Invoice Subtotals before sending to QBO. In addition to splitting Invoice Subtotals by the Category (i.e. Shop Labor), it will also split them out by the Department selected on the Work Order line item (i.e. Avionics). This will create a new QBO Product/Service item for each Department within an Invoice Subtotal, and will display on the QBO Invoice as "Category - Department" (i.e. Shop Labor - Avionics).
   
   1. Note: It's recommended to start the integration with this feature disabled, especially if you do not have thorough processes and procedures around how/when the Departments are used within EBIS Work Orders.
5. To use the EBIS Work Order or Repair Order number instead of a sequential QuickBooks invoice number, toggle on the Use W/O Number as Reference Number setting. If this setting is disabled, the W/O information will appear in the memo field on the QB invoice.
6. Class: If using “Class Tracking” in QBO, all appropriate transactions can send over a particular class name to QuickBooks by entering that name here.
7. Do Not Allow Amounts of Zero: Enable this setting if you want EBIS to exclude any W/O records with $0 totals from sending to QuickBooks.

 

See screenshots below for examples of each Detail Level formatting option:

 

Step 4: Configure Miscellaneous Charges

To connect Miscellaneous Charges from EBIS to QBO:

1. Go to Config > QuickBooks Config > Work Order Tab.
2. Click into a Work Order Config Profile.
3. Go to the Main section and click on the blue QB Item Configuration button.
4. Ensure the Misc. Charges Amount and General Miscellaneous Charge items are connected to a QBO Product/Service (see screenshot below).

By default, Miscellaneous Charges will be pushed to QBO Invoices as a summed total.

The option to Individualize Miscellaneous Charges can be toggled on or off. If enabled, EBIS will send individual line items to QBO for each miscellaneous charge. To enable:

1. Go to Config > QuickBooks Config > Work Order Tab.
2. Click into a Work Order Config Profile.
3. Go to the Miscellaneous Charge Items section and toggle on the Individualize Miscellaneous Charges setting.
4. (Optional) Enter a Miscellaneous Charge Prefix: a string (numbers and/or letters) to send these miscellaneous charges to QBO with a specific prefix to differentiate from other charges.
5. Click Save.
6. Go to QuickBooks Config > WO Config Profile > Main and click on the blue QB Item Configuration button.
7. Ensure the W/O Item Related Charges item is connected to a QBO Product/Service item.
8. You will now see all of the available Individual Miscellaneous Charge items rolled up underneath the W/O Item Related Charges (see screenshot below).
   1. If this is the first time you are setting this up, you will see blue boxes around the Individual Misc. Charge rows under the QBO Product/Service column. This means EBIS does not see a QBO Product/Service that matches this name and one needs to be created, or the name of an existing Product/Service item must be changed to match the EBIS Line Item Classification name exactly.
9. To automatically create and sync these QBO Product/Service items, click the blue Push button.

 

Step 5: Configure Tax Items

To send tax information from EBIS Work Order Invoices to QuickBooks:

1. Go to Config > QuickBooks Config > Work Order Tab.
2. Click into a Work Order Config Profile.
3. Go to the Tax Items section and toggle on the Enable Tax Items setting.
4. Hit Save.
5. Click the blue QB Item Configuration button and ensure the EBIS Calculated Tax item is connected to a QBO Product/Service item.

By default, EBIS will summarize all Tax Item Totals and send to the QBO Invoice as a single line item.

Users can also allocate tax charges to the specific Work Order Invoice Subtotal (i.e. EBIS will split out tax totals before sending to QBO, so taxes related to Shop Labor will have their own line item, taxes related to Shop Parts will have their own line item, etc.) by using the Individualize Tax Items setting.

To individualize Tax Items:

1. Go to Config > QuickBooks Config > Work Order Tab.
2. Click into a Work Order Config Profile.
3. Go to the Tax Items section and toggle on the Individualize Tax Items setting.
4. Hit Save.
5. Click the blue QB Item Configuration button. You will now see the additional Tax Items under the EBIS Line Item Classification column (see screenshot below).
   1. If this is the first time you are setting this up, you will see blue boxes around the Tax Item rows under the QBO Product/Service column. This means EBIS does not see a QBO Product/Service that matches this name and one needs to be created, or the name of an existing Product/Service item must be changed to match the EBIS Line Item Classification name exactly.
6. To automatically create and sync these QBO Product/Service items, click the blue Push button in the top left.

 

Step 6: Configure ACF Items

To send ACF (Airport Concession Fees) information from EBIS Work Order Invoices to QuickBooks:

1. Go to Config > QuickBooks Config > Work Order Tab.
2. Click into a Work Order Config Profile.
3. Go to the ACF Items section and toggle on the Enable ACF Items setting.
4. Hit Save.
5. Click the blue QB Item Configuration button and ensure the EBIS Calculated ACF item is connected to a QBO Product/Service item.

By default, EBIS will summarize all ACF Item Totals and send to the QBO Invoice as a single line item.

Users can also allocate ACF charges to the specific Work Order Invoice Subtotal (i.e. EBIS will split out ACF totals before sending to QBO, so ACF charges related to Shop Labor will have their own line item, ACF charges related to Shop Parts will have their own line item, etc.) by using the Individualize ACF Items setting.

To individualize ACF Items:

1. Go to Config > QuickBooks Config > Work Order Tab.
2. Click into a Work Order Config Profile.
3. Go to the ACF Items section and toggle on the Individualize ACF Items setting.
4. Hit Save.
5. Click the blue QB Item Configuration button. You will now see the additional ACF Items under the EBIS Line Item Classification column (see screenshot below).
   1. If this is the first time you are setting this up, you will see blue boxes around the ACF Item rows under the QBO Product/Service column. This means EBIS does not see a QBO Product/Service that matches this name and one needs to be created, or the name of an existing Product/Service item must be changed to match the EBIS Line Item Classification name exactly.
6. To automatically create and sync these QBO Product/Service items, click the blue Push button in the top left.

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Set a Config Profile as Default

When the QBO integration is enabled, any time a new Work Order, OTC or Purchase Order is created, EBIS will apply the Default Config Profile to that record. 

If multiple Config Profiles have been created for any of the modules, the first one that you created will be assigned as the default.

To change the Default Config Profile:

1. Go to Config > QuickBooks Config > Work Order Tab.
2. Click into a Work Order Config Profile.
3. Click the hamburger menu in the top right and select Set Default and confirm.

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Change the Config Profile Associated to an Open Work Order

In order to change how a specific Work Order record sends data from EBIS to QuickBooks, the QuickBooks Config Profile on that record must be changed.

To change the QuickBooks Config Profile on an open Work Order:

1. Go to Work Orders > Aircraft > Open.
2. Click into the open Work Order.
3. Go to Config & Billing > General > QuickBooks Config Profile and select a Config Profile from the dropdown.
4. Click Save.

If you would like to review the settings of the Config Profile, click the pop out button to go directly to the selected Config Profile. If you need to create a new Config Profile, follow the steps at the top of this article.

 

Next Up: Setting Up OTC Config Profiles

In Part 3.1 - 3.3, we do a deep dive on setting up QBO Config Profiles within EBIS, which allow users to set parameters on the exact data and format that gets pushed to QBO for Work Orders, OTCs, and Purchase Orders. If you have technical questions on how specific fields work, this is likely where you'll find the answers.

(Jump To) Article 3.2: Setting Up OTC Config Profiles

(Jump To) Article 3.3: Setting Up Purchase Order Config Profiles