Invoice field map
NOTE To learn everything about the QuickBooks Extension for Desktop, refer to the landing page for documentation links, configuration steps, videos, and walk-throughs that help you set it up.
The following is a complete list of invoice fields transferred from Autotask to QuickBooks.
Autotask Field or Fields | QuickBooks Field or Fields | ||||||||||||||||
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Organization Fields | |||||||||||||||||
Organization Name | Customer Name, Bill To | ||||||||||||||||
Sub-organization Name | Only transferred to invoice item Description field when invoicing sub-organization items to parent organization. | ||||||||||||||||
Taxable (Tax Exempt flag from Organization page) | Tax Code | ||||||||||||||||
Address 1 | Street 1, Bill To | ||||||||||||||||
Address 2 | Street 1, Bill To | ||||||||||||||||
City | City, Bill To | ||||||||||||||||
State | State/Province, Bill To | ||||||||||||||||
Country | Country/Region, Bill To | ||||||||||||||||
Zip Code | Zip/Postal Code, Bill To | ||||||||||||||||
Phone | Phone | ||||||||||||||||
Fax | Fax | ||||||||||||||||
Billing Address: Attention (Invoice Settings) | Bill To | ||||||||||||||||
*Billing Address 1 (Invoice Settings) | Bill To, Address | ||||||||||||||||
*Billing Address 2 (Invoice Settings) | Bill To, Address | ||||||||||||||||
*Billing City (Invoice Settings) | Bill To | ||||||||||||||||
*Billing State (Invoice Settings) | Bill To | ||||||||||||||||
*Billing Country (Invoice Settings) | Bill To | ||||||||||||||||
*Billing Zip Code (Invoice Settings) | Bill To | ||||||||||||||||
Billing Tax Exempt check box (Invoice Settings) | Tax Code in customer pop-up window | ||||||||||||||||
*When a new customer is transferred to QuickBooks, the Billing Address fields are transferred if they differ from the Organization Address fields. | |||||||||||||||||
Invoice Fields | |||||||||||||||||
Invoice Date (Invoice History) | Invoice Date | ||||||||||||||||
Invoice Number | Generated in QuickBooks and transferred back to Autotask. | ||||||||||||||||
Total on the invoice | Calculated in QuickBooks. | ||||||||||||||||
Tax Total on the invoice |
Calculated in QuickBooks if Transfer Taxes from Autotask is disabled. If Taxes from Autotask is enabled, tax total is transferred to QuickBooks and is displayed as a line item on the QuickBooks invoice. |
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Purchase Order Number (Process selected Invoices) | PO Number | ||||||||||||||||
Transmission Method (Invoice Settings) | Check Print and Email boxes on invoice. | ||||||||||||||||
Invoice Item Fields | |||||||||||||||||
Autotask fields are transferred to the Item Name field in QuickBooks following the selection made on the Manage Naming Conventions page. Refer to Managing Naming Conventions
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Item Name | ||||||||||||||||
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Service Date | ||||||||||||||||
Billing Code/Work Type | Item Name or Sub-Item Name, depending on mapping settings. | ||||||||||||||||
Task Number (Projects) or Ticket Number (Tickets) | Description (if selected on Invoice Template) | ||||||||||||||||
Task Title (Task page) or Ticket Title (Ticket page) | Description | ||||||||||||||||
Resource (Ticket) or Resource Name (Project Schedule) | Description (if selected on Invoice Template) | ||||||||||||||||
Role (Enter Time) | Item Name (if Default Method is used) | ||||||||||||||||
Project Name (Project Summary) | Description | ||||||||||||||||
Contract Name | Description (only transferred for recurring contracts, services and service bundles) | ||||||||||||||||
Worked Hours (Enter Time) | Quantity | ||||||||||||||||
Billable Hours (Invoice) | Quantity | ||||||||||||||||
Role Rate as it appears (Invoice) | Rate | ||||||||||||||||
Calculated field (Hours x Role Rate) | Amount | ||||||||||||||||
Summary Notes (Enter Time) | Description (if selected on Invoice Template) | ||||||||||||||||
Number of units billed for this line item | Quantity | ||||||||||||||||
Expense Category | Item | ||||||||||||||||
Product Name (Subscriptions) | Description (if Default Method is used) | ||||||||||||||||
Subscription Name (Subscriptions) | Item Name (if Default Method is used), Description | ||||||||||||||||
Subscription Start Date (Subscriptions) | Description | ||||||||||||||||
Subscription End Date (Subscriptions) | Description | ||||||||||||||||
Name (Milestones) | Description | ||||||||||||||||
Description (Milestones) | Description | ||||||||||||||||
Amount (Milestones) | Amount | ||||||||||||||||
Service Name (Services) | Description | ||||||||||||||||
Quantity (Contracts) | Quantity | ||||||||||||||||
Unit Price (Contracts) | Rate | ||||||||||||||||
Unit Price x Number of Unites (period price for the recurring services) (Contracts) | Amount | ||||||||||||||||
Service Start Date (Contracts - (recurring service contract) | Description | ||||||||||||||||
Service End Date (Contracts - recurring service contract) | Description | ||||||||||||||||
One-time Setup Fee for Contract (Approve and Post) | Item Name or Sub-Item Name |