Send unbilled items to invoices

Invoices in QuickBooks can be generated directly from unbilled items in ScheduleFencing. The generated invoice will contain a line for each sent item; each item’s invoice line has a product/service reference, description, pricing, and taxable status based on the item’s service mapping.

The following items can be sent to QuickBooks:

• Lessons
• Class sign-ups
• Packages
• Memberships
• Charges

Item requirements

In order for an item to be sent to QuickBooks, it must meet the following requirements.

• Billing status - The item must be unbilled. Items which have previously been sent to QuickBooks or billed using alternate methods (such as invoicing or mark as paid) cannot be sent to QuickBooks. This requirement ensures items are not double-billed.
• Date - The start date of the item must be in the past. This requirement is in place because once an item has been sent to QuickBooks, it cannot be canceled or deleted. This requirement ensures upcoming items can be modified if needed.

Start a sync

Generating an invoice for a customer involves starting a sync, which is the process during which the items are marked as billed in ScheduleFencing and the customer’s invoice is created in QuickBooks. There are two types of syncs: single-account and multiple-account. You can choose which one to initiate based on your preferences.

Sync one account

Syncing one account at a time allows you to cherry-pick specific items to send to QuickBooks.

1. In the Users menu, click Fencers.
2. Click Details next to the account.
3. Click Unbilled Items.
4. Optionally filter the list of unbilled items by changing the Date Range option and then clicking Update.
5. Select one or more items by clicking its checkbox.
6. Click Send Selected to QuickBooks.

Sync multiple accounts

Syncing multiple accounts allows you to select one or more accounts and a date range; all unbilled items within that date range belonging to the selected accounts will be sent to QuickBooks.

1. In the Billing menu, click Unbilled Items.
2. Optionally filter the list of unbilled items by changing the Date Range option and then clicking Update.
3. Click Start New QuickBooks Sync.
4. Select one or more accounts by clicking its checkbox.
5. Click Send Selected to QuickBooks.

A maximum of 100 items per account will be included in a multiple-account sync. To send more than 100 items, start an additional sync.

Steps in each sync

Once a sync is started, the following steps take place.

1. Validate sync parameters - Confirms that all items included in the sync have a mapping to a QuickBooks service, and confirms that the account is mapped to a QuickBooks customer. Missing mappings may be created automatically where possible. If any errors occur or the mappings are not valid, the sync will stop. You should review the sync results to see the specific errors that occurred, then take appropriate action and restart the sync.
2. Mark items as billed - All the items in the sync have their billing status set to “Sent to QuickBooks.” If any items were already billed, the sync will stop and no items will be updated.
3. Create QuickBooks invoice - An invoice containing the sync items is created in QuickBooks.
4. Undo mark items as billed (if needed) - If any errors occur while creating the invoice, all items in the sync will have their billing status reverted back to “Unbilled”. If the invoice was created successfully, this step will not run.

View the results of a sync

Once a sync has started, you can view its ongoing status and results, including whether any mappings were created and whether the items were billed and invoiced successfully. You can also see whether any errors occurred (such as an expired mapping) which might require you to take appropriate action and restart the sync.

1. In the QuickBooks menu, click Sync History.
2. Next to the sync, click View Details.