Using QuickBooks Desktop vs. QuickBooks OnlineLast updated on 02/28/2023
Although ServiceTitan supports QuickBooks as an accounting tool, there are differences between QuickBooks Desktop and QuickBooks Online. We suggest you use QuickBooks Desktop (QBD), which offers more functionality and controls than QuickBooks Online (QBO).
Differences between QuickBooks Desktop and QuickBooks Online
Not all export functionalities are represented the same way in QBD and QBO. The table below outlines the differences in exporting from ServiceTitan to QBD vs. QBO.
Switching from QBD to QBO
When switching from QBD to QBO, you may experience some differences with how items are referenced and exported. Below is an overview and description of these differences.
Customer sync using ServiceTitan IDs
When transferring from QuickBooks Desktop to QuickBooks Online, Customer Names will include the Customer ID number in the name field. Once you switch to QuickBooks Online, ServiceTitan exports the customer information with the name but no number attached since the Customer Sync ID feature is not supported by QuickBooks Online. Therefore, exports of Customer Names create a duplication of customers records as one customer may already exist with the customer ID appended at the end of the name. For example, QBD recorded "Alex Rodriguez 123" whereas QBO is looking for and eventually creates "Alex Rodriguez".
Solution: Remove the Sync ID numbers at the end of the customer name in QuickBooks Desktop before you transfer to QuickBooks Online.
Invoices and payments
Invoices transferred from QuickBooks Desktop to QuickBooks Online will lose their association with the payment in ServiceTitan if the payment has not yet been exported. When the associated payment is finally exported, the invoice isn’t automatically applied. This only occurs after the first transfer from QuickBooks Desktop to QuickBooks Online. After the first transfer, invoices and payments will export as expected (the expected outcome is for payments to automatically apply to invoices and vice versa) .
Solution: Manually apply payments to corresponding invoices after you transfer from QuickBooks Desktop to QuickBooks Online.
Switching from QBO to QBD
When switching from QBO to QBD, the exporting process from the Invoicing screen is different.
Exporting
Instead of clicking Export to QuickBooks Online in the Invoicing screen, use Web Connectors to export to QuickBooks Desktop. Web Connectors work as a digital bridge, connecting Service Titan to QuickBooks. Download the connector file from the Business Unit in Service Titan, and then download the file to QuickBooks Desktop. For instructions on how to download the Web Connector, see Installing Web Connectors and troubleshooting.
Pending Export Report
Use the Pending Export report to view the errors that tenants are experiencing when using QuickBooks Desktop. For more on running this report, see Pending Export Report Guide. With QuickBooks Online, the errors show as a pop-up on the screen when exporting.
Invoices and payments
Invoices transferred from QuickBooks Online to QuickBooks Desktop will lose their association with the payment in ServiceTitan if the payment has not yet been exported. When the associated payment is finally exported, the invoice isn’t automatically applied. This only occurs after the first transfer from QuickBooks Online to QuickBooks Desktop. After the first transfer, invoices and payments will export as expected (the expected outcome is for payments to automatically apply to invoices and vice versa) .
Solution: Manually apply payments to corresponding invoices after you transfer from QuickBooks Online to QuickBooks Desktop.
Navigation differences between QBD and QBO
The chart below shows the differences in navigation paths in QBD vs. QBO. Not all content and actions in QBO and QBD is accessed or completed the same way.
Want to learn more?
Visit QuickBooks Desktop Users and QuickBooks Online Users for more on QuickBooks.
Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.
Disclaimer: Information provided in this article is for informational purposes only and it should not be construed to be legal advice. Information provided in this article may also not constitute the most up-to-date legal or other information. You should not act or refrain from acting on the basis of any information in this article to meet any compliance requirements without seeking independent legal or other professional advice.