Each offered service in ScheduleFencing, i.e. the “local” service, is mapped to an equivalent service in QuickBooks. Local services include:

  • Lesson types
  • Class types
  • Package types
  • Membership types
  • Charge types

The mapping between local services and QuickBooks services is created automatically if the services have matching names, prices, and ‘taxable’ statuses. If they do not match, manual setup of the mapping is required.

The mapping determines the product/service, price, and tax status for all line items in created invoices.

Set up service pricing

At minimum, all local services must have a price and ‘taxable’ status specified.

  1. In the top right corner, click Site Settings.
  2. Click Invoices.
  3. In the Pricing area, set the price and tax status for any local services you intend to bill with QuickBooks.
  4. Click Save Changes.

If a QuickBooks service with the same name, price, and tax status already exists, then no further action is required - the service mapping will be created automatically during the first sync that contains an item of the local service. If there is not already an existing QuickBooks service, or you wish to ensure the mapping is created before starting any syncs, you can create the mapping manually.

  1. In the QuickBooks menu, click Service Mappings.
  2. Next to the service, click View Details.
  3. Choose whether to map to a new or existing QuickBooks service.
    • Existing Service - In the Search for Existing Service section, enter the name of the existing QuickBooks service and click Search. If a service is found, it will be displayed in the Search Results section. Next to the found service, click Map to Service. If no service is found, you should create a new service instead.
    • New Service - In the Create New Service section, click Select QuickBooks Account. A list of all Sales of Product Income accounts in your QuickBooks company file will be displayed. Select an account, then click Create QuickBooks Service.

Change the pricing of a service

If you wish to change the price of a service, it is recommended to make the change in ScheduleFencing first, then use the service mapping options to send the changes to QuickBooks.

First, make the desired pricing changes.

  1. In the top right corner, click Site Settings.
  2. Click Invoices.
  3. In the Pricing area, change the price and tax status of the service as needed.
  4. Click Save Changes.

Then update the mapping.

  1. In the QuickBooks menu, click Service Mappings.
  2. Next to the service, click View Details.
  3. Click Update QuickBooks Service.
  4. Select the version of pricing information to use for the QuickBooks service.
  5. Click Update QuickBooks Service.

If you change the price or tax status of a QuickBooks service directly without updating the local ScheduleFencing service, then any syncs containing an item of that service will be temporarily blocked until the pricing discrepancy is resolved. This is a safeguard to ensure customers are always billed with correct pricing.

Delete a service mapping

You may wish to delete a mapping in order to map a different service instead.

  1. In the QuickBooks menu, click Service Mappings.
  2. Next to the service, click View Details.
  3. Click Delete Mapping.