What exports to your accounting system and when

Availability: all plans

Once you are connected and your accounts are mapped, ServiceVisit sends records to QuickBooks Online or Xero. You can send eligible records from the Integrations page at any time. A periodic sweep, which runs about once an hour while the Auto-Reconcile Accounting Exports setting is on (it is on by default), retries invoices, refunds and customer credits that failed or were never sent. Records already exported are skipped, so pressing a button twice does no harm.

Before you start

• The connection must be active and the required accounts saved. See the connecting and mapping guides.
• Time entries export only for people you have matched in the accounting system, and only once approved.

Steps

1. Open Settings, then Integrations.
2. Under the sync heading, choose a stream:
   • Sync Invoices
   • Sync Time Entries
   • Sync Refunds
   • Sync Customer Credits
3. Read the result banner. It reports how many records were synced, how many were already synced and skipped, and how many were corrected. If nothing was eligible it says everything eligible is already in your accounting system.
4. If a banner says some failed, select view errors to open the Sync Errors list.

What each stream sends

• Invoices, with the tax ServiceVisit calculated. Payments and refund cash movements go to the Bank account you mapped. In Xero, service invoice lines go to the Revenue account you mapped.
• Refunds, recorded as you set up in the mapping guide.
• Customer credits, plus related entries such as applying a deposit or credit to an invoice, write-offs, prepaid package movements and financed payments, each needing its own mapping from the mapping guide.
• Time entries for matched technicians.

Matching technician time

In QuickBooks, open Technicians on the setup page and match each technician to a QuickBooks employee. In Xero, open Technician time and match each team member to a Xero Projects user, which needs Projects access on the connection. Choose Not matched to unmatch. Each row says whether time exports. Anyone left unmatched has time that will not export. Time on the approval queue can show Blocked from accounting when a reason stops it reaching your books. A correction made after approval updates the connected accounting time on the next sync.

How an exported invoice looks in ServiceVisit

On the invoice list, the Accounting column shows a badge for exported or modified invoices, and a dash for the rest. On the invoice itself, an exported invoice reads Locked — exported to accounting system. Edit it in your accounting system if the books need to change, then record that, as the fixing guide describes.

Tips

• The buttons are useful when a customer is on the phone asking about a refund and you want it in your books straight away.
• A correction restates a figure already in your books rather than adding one, and is counted separately in the banner.

If something goes wrong

• A banner lists a blocked reason in yellow: the matching mapping or the connection needs attention.
• A record "stopped retrying and needs attention": open the errors, fix the cause, then sync again.
• See the guide on fixing sync problems for time entries, changed records and reconnecting.

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