QuickBooks Online and MaintainX

Contents

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Overview

Benefits

Keep accurate records by connecting MaintainX and QuickBooks
Save time spent on manual invoicing and data entry
Never miss an invoice: Trigger invoice creation when a work order is complete
Add context to invoices with line items and memos
Easily track costs related to work orders

Key features

Create work orders and capture associated parts, time, and costs in MaintainX
Push completed work orders to invoices in QuickBooks
Automatically map work order details to existing QuickBooks customers and products
Automatically create new QuickBooks customers and products if none exist

How it works

STEP 1:

Connect with your dedicated account representative to understand your existing workflows and objectives for integrating MaintainX and QuickBooks Online.

STEP 2:

Identify members of your team that will be part of the integration process — such as members of your Operations, Finance, and IT teams.

STEP 3:

A MaintainX integration consultant will meet with you to determine the scope of the integration before providing the cost and statement of work.

If you decide to move forward with this integration, your MaintainX integration consultant will add necessary custom fields, and map MaintainX work order fields to your QuickBooks Online fields.

STEP 4:

Test the integration with your team. Start developing internal training material to set your users up for success.

STEP 5:

MaintainX and QuickBooks Online are now in sync. Save time by auto-generating invoices based on completed work orders in MaintainX.

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Requirements

Must have a QuickBooks Online plan.
Must have MaintainX's Premium or Enterprise Plan.

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Hear from a satisfied customer

"The MaintainX integration with QuickBooks Online transformed our procurement and invoicing workflows. Our goal was to streamline operations and reduce double entry, and the MaintainX team went above and beyond to guide us through the process. Now, our maintenance and accounting records are in sync, saving us valuable time on invoicing. The level of visibility across our organization is much better, making sure we keep the right parts stocked while staying within our budget."
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Maria Plante
Human Resource Manager
Branch Construction Group

FAQ

Can I create QuickBooks Online invoices based on specific work orders only?

Yes, you can use the work order Category field in MaintainX. Simply set the Category to Invoice when you are ready to trigger invoice creation in QuickBooks Online.

Will invoices be sent to my customers immediately?

No, you can generate invoices and review and approve them before sending them to your customers.

I have parent and subaccounts in QuickBooks Online. Can this structure be mapped to MaintainX as well?

Yes, your MaintainX integration consultant can map your preferred QuickBooks Online accounts structure to MaintainX.

Can I invoice my customers through QuickBooks Online at the end of the month, instead of after every completed work order?

Yes, we recommend triggering estimates for each completed work order. When you are ready to invoice your customers, you can group the estimates in QuickBooks Online and generate an invoice. Estimates will automatically include the Work Order Description from MaintainX. These descriptions will appear as line items on final customer invoices for context.

I am using the Canadian version of QuickBooks Online and sales tax codes are required. How does this work with MaintainX?

The MaintainX and QuickBooks Online integration will default Canadian tax codes to the location of the customer receiving the invoice. The tax code will be applied to every line item on the invoice.

About

QuickBooks Online

QuickBooks helps businesses manage their books, get paid fast, manage capital, and pay employees with confidence.

Streamline your invoicing workflows with MaintainX and Quickbooks Online.

Generate invoices in QuickBooks based on completed work orders in MaintainX. Save time by automatically invoicing your QuickBooks customers with the parts, time, and cost used in a MaintainX work order.

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