What information is shared between FieldEdge and QuickBooks?


Your FieldEdge database and QuickBooks database are synced together. This allows for information to pass between the two programs, alleviating the need for annoying end of day batch posting. Below you will see a list of information that will transfer from FieldEdge to QuickBooks and from QuickBooks to FieldEdge.

What data does FieldEdge send to QuickBooks?

Customer Information: Newly created customers along with any changes you make to existing customers will transfer to QuickBooks. For example, contact or address information.

  • Note: Customers created in QuickBooks do not transfer into FieldEdge.

Item Information: Any new Inventory or Non-inventory items will transfer to QuickBooks. If you update a Chart of Account associated to the item, this too will transfer to your QuickBooks. This could be the Income, Cost or Inventory Asset account associated with the item.

  • Note: Items created in QuickBooks do not transfer into FieldEdge.

Payments: Payments on your Invoices will be sent to QuickBooks when that transaction has been Finalized in FieldEdge. Payments in QuickBooks will update the Invoice balance in FieldEdge.

Purchase Orders: FieldEdge allows you to create Parts Request which are the items that you need to order for a Work Order. These Parts Requests can also generate a Purchase Order in QuickBooks.

Expenses: Expenses in FieldEdge can populate a vendor bill in your QuickBooks. This is great for information such as items picked up from a supply house or rental fees associated to a Work Order.

Deposits on Quotes: Any deposits on a Quote will transfer to the Customer level in your QuickBooks. Once that Quote is accepted and converted into an Invoice, the associated deposit will apply to the newly created Invoice.

Time Entries: FieldEdge will track your Mobile Employees Travel, Working, and Idle time for your pay periods. This time can be manually adjusted and posted to QuickBooks Timesheets.

Agreement Reserve Journal Entries: If your company uses Agreement Reserves for Service Agreements, FieldEdge will allow you to set up those Agreements to make journal entries from your reserve accounts into your income accounts.

  • Note: Service Agreement Reserves must be enabled and set correctly in your database.

What data does QuickBooks send to FieldEdge?

Chart of Accounts: Any created or existing Chart of Accounts will display in FieldEdge. This will be used in features like setting the Income account to your items.

Employees: New and existing Employees will show in FieldEdge, but will need to be created in QuickBooks. Once an Employee is created in QuickBooks it will then be visible in FieldEdge.

Payment Methods: Payment Methods like Cash, Check, Credit Card, will be made in QuickBooks and will then allow you to choose those methods in FieldEdge.

Terms: QuickBooks will be where you will set up your Terms. As an example, COD, Net 30, Net15, etc. Once these terms are in your QuickBooks, you will be able to set them on your Customers and Invoices.

Classes: If you want to track your reporting by departments or Classes, you will be able to create these in your QuickBooks and then set these Classes in FieldEdge.

Vendors: Vendors that are created in QuickBooks will allow you to view them in FieldEdge when performing Parts Requests or Expenses. Be sure to create any new Vendors in QuickBooks to make them visible in FieldEdge.

Sales Tax Groups: All Customers and Invoices will need to have a Tax Group set to that record. These Sales Tax Groups are created in FieldEdge and will be visible in FieldEdge.

Wage Items: If you are tracking payroll and labor costs, you will want to create any Wage Items in QuickBooks. This will then be visible when tracking and posting Time Entries in FieldEdge. Example; Hourly, Salary, Vacation.

Customer Balance: Customers A/R balances will sync from QuickBooks to FieldEdge. This means that if you take a credit or payment for a Customer in QuickBooks, the balance will display in FieldEdge.

Service Agreement Reserve Balance: If your company utilizes Reserve Balances for your Service Agreements, the balance in your QuickBooks will reflect in FieldEdge.

Employee Basic Information: Editing an Employee's basic information will show in FieldEdge. This is basic information like, phone number, email, or address.

Inventory Item Average Cost: When purchasing or receiving Inventory Items in QuickBooks, the Cost for that can change based on those purchases. The Average Cost of that item will update in QuickBooks and will also display in FieldEdge.

Open Invoices Created in QuickBooks: Any Invoices that have a balance remaining will be displayed in FieldEdge. This will only show the summary of Invoice number, date, remaining balance. Any detailed information will be in your QuickBooks.

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