Set up Touchless Integration for QuickBooks Online

Overview

If you’re already using QuickBooks Online, follow the instructions in this guide for a smooth transition to Touchless Integration.

Things to know

• The current integration and reporting require transactions to have an Exported status, however, Touchless Integration does not mark transactions as Exported. To bulk mark transactions Exported, close the associated Accounting Periods for those transactions.

• Journal entries are not applied to each other in QuickBooks Online.

What you need to get started

To use Touchless Integration, you must have the following accounting features enabled:

• Journal Entries

• Accounting Periods

Access to this feature is available through a phased rollout throughout Summer 2024.

ServiceTitan setup checklist

Before using Touchless Integration:

1. Ensure that GL accounts match between ServiceTitan and QuickBooks Online

2. Ensure your pricebook items have correct GL accounts mapped

3. (Optional) Ensure business units are mapped to QBO classes

4. Ensure your business units are connected to your QBO account

5. Reconcile your accounts

Step 1: Ensure that GL account names match

The general ledger (GL) account names between QuickBooks Online and ServiceTitan must match.

Note: Make sure there are no special characters, such as apostrophes, in the account names.

To edit your general ledger account names in ServiceTitan:

1. On the navigation bar, click Settings.

2. From the side menu, go to Operations > General Ledger Accounts.

3. On the General Ledger Accounts settings screen, click the Edit Mode toggle to on.

4. Locate the GL account you want to edit and click Edit on the AccountName field.

5. On the editable field, enter or make changes to the Account Name.
   
   For more, see Set up general ledger accounts.

Step 2: Ensure your pricebook items have correct GL accounts mapped

All the items in your pricebook must have the correct GL accounts mapped.  

Note: You can create a new account for Undeposited Funds (ST-Undeposited Funds) to ensure the Undeposited Funds workflow is not impacted in QuickBooks Online.

To check the general ledger account assigned to your pricebook item:

1. On the navigation bar, click Pricebook.

2. From the side menu, click Services, Equipment, or Material.

3. On the item table that opens, find the pricebook item you want to edit and click Actions > View/Edit.

4. On the edit screen that opens, look at the account listed in the General Ledger Account field under the Details tab.
   
   For more, see Map pricebook items to a general ledger account.

(Optional) Step 3: Ensure business units are mapped to QBO classes

If you’re using classes in QuickBooks Online, make sure the ServiceTitan business units are mapped to the correct QBO classes.

Note: The names must match between QuickBooks Online and ServiceTitan and make sure no special characters are used in the class names. 

To check the QBO class assigned to a business unit:

1. On the navigation bar, click Settings .

2. From the side menu, go to Operations > Business Units.

3. Find the business unit you want to check and click Edit.

4. On the edit screen that opens, click the Quickbooks tab.

5. Check the QBO class assigned in the Quickbooks Class field.
    
   For more, see Assign QuickBooks Classes to a ServiceTitan Business Unit.

Step 4: Ensure your business units are connected to your QBO account

Make sure you’ve connected your ServiceTitan business units to your QuickBooks Online account.

To check your connection with QuickBooks Online:

1. On the navigation bar, click Settings .

2. From the side menu, click Integrations > QuickBooks Online.

3. On the QuickBooks Online Connections screen that opens, you can view the connection status of your business units.

For more, see Set up QuickBooks Online integration.

Step 5: Reconcile your accounts

We strongly recommend you reconcile your accounts. This ensures you have clean data before transitioning to Touchless Integration and minimizes potential errors from occurring.

Note: You can skip this step if you choose to use journal entries moving forward and plan to reconcile historical transactions at a later date.

Example of what needs to be reconciled:

• Customer owes $1,000 on invoice 12345 according to ServiceTitan

• Customer owes $50 on invoice 12345 in Intacct/QBO

We recommend you reconcile data so that both platforms match as of a specific date.  If you do not reconcile, you may end up over collecting or under collecting depending on your data.

Journal Entries and Auto-Batching settings

Go to Settings > Accounting > Journal Entries and Auto-Batching to access the Journal Entries and Auto-Batching settings screen to enable the settings.

The table below outlines recommended settings assuming you have the Purchasing or Inventory modules enabled.

Sync Start Date

Add the Auto-Export Start Date. This date should be the date when you want to start auto-exporting your journal entries. If any historical journal entries need to be synced, you can apply a past date in this field.
Note: You will not be able to manually sync journal entries if they are set before the date specified in this field.

Auto-Batching Start Date

Add the Auto-Batching Start Date. Batches are automatically created and can be found on the Batch Transactions screen.

QuickBooks Online transition steps (optional)

We recommend you perform these steps in QuickBooks Online before transitioning to Touchless Integration. This makes sure you have clean data and minimizes potential errors.

1. Clean up the Undeposited Funds account in QuickBooks Online and make sure no payments are in the Undeposited Funds workflow.

2. Reconcile Accounts Receivable (AR).

   1. If you set the Export Type to Journal Entry Summary, then consolidate all AR from customer level details into a single customer. You can do this by creating a reclass journal entry in QuickBooks Online.

   2. Any changes made in ServiceTitan will create or update a journal entry in QuickBooks Online.

   3. Close previous periods in QuickBooks Online if you do not want historical data to be synced.

ServiceTitan transition steps (optional)

We recommend you perform these steps in ServiceTitan before transitioning to Touchless Integration. This makes sure you have clean data and minimizes potential errors.

1. Batch and export your existing transactions.

2. Clear up ungrouped payments by adding all historical payments to one bank deposit.
   

   1. Set the bank deposit Auto-Export Frequency to Manual.

   2. Create one bank deposit with historical payments and include this in a journal entry.

   3. Make sure the journal entry remains in the Unsynced status.

   4. Update the bank deposit Auto-Export Frequency to Real-Time.

Impact on accounting workflows

After you migrate to Touchless Integration, the following changes take place:

• ServiceTitan becomes the Accounts Receivable sub-ledger.

• QuickBooks Online provides the total sales tax liability, and sales tax by jurisdiction for compliance and remittance is available in ServiceTitan reporting. 

• All inventory counts and individual SKUs are managed in ServiceTitan. The inventory value is available on the financial statements in QuickBooks Online. 

• As credit cards are processed in ServiceTitan, automated bank deposits are created that match settlement or bank deposits. Those journal entries are then synced to QuickBooks Online and can be auto-matched.

  Note: All other payment types not processed through ServiceTitan must be processed in ServiceTitan, and a bank deposit must be created. For more, see Use Customer Payments and Bank Deposits modules with the Transaction Hub.

Set up manual sales tax

If you are tracking sales tax manually with QuickBooks Online, see Set up manual tax in QBO with Touchless Integration for information on how to set it up.

Want to learn more?

• See Touchless Integration overview

• See Accounting Integrations

• See Resolve Touchless Integration export errors (QBO)