QuickBooks Entity Mapping
Reference for how JobsiteOn contacts, invoices, payments and pricebook items map to QuickBooks Online fields, and which way each field syncs.
Reference for how JobsiteOn contacts, invoices, payments and pricebook items map to QuickBooks Online fields, and which way each field syncs.
This guide is a reference for how JobsiteOn records and fields map to QuickBooks Online. You will learn which fields map, which way each one syncs, and what doesn't map. The mappings are fixed, so there's nothing to set up.
| JobsiteOn entity | QuickBooks entity | Sync direction |
|---|---|---|
| Contacts | Customers | Bi-directional |
| Invoices | Invoices | JobsiteOn to QB |
| Pricebook items | Items | Bi-directional (see below) |
| Payments | Payments | Bi-directional |
Screenshot: A diagram showing the four entity relationships between JobsiteOn and QuickBooks, with arrows indicating sync direction.
| JobsiteOn field | QuickBooks field | Notes |
|---|---|---|
| First and last name | Given and family name | Both ways |
| Company and name | Display Name | Built by JobsiteOn, such as "Acme Roofing (Dana Lee)", or just "Dana Lee" for a contact with no company. Sent with every update |
| Primary Email | Both ways. Used first for matching | |
| Phone | Primary Phone | Both ways |
| Mobile | Mobile Phone | Both ways |
| Company | Company Name | JobsiteOn to QB, with every update |
| Street Address | Bill Address Line 1 | Both ways (see below) |
| Address Line 2 | Bill Address Line 2 | Both ways (see below) |
| City | Bill Address City | Both ways (see below) |
| State | Bill Address State | Both ways (see below) |
| ZIP | Bill Address Postal | Both ways (see below) |
| JobsiteOn field | QuickBooks field | Notes |
|---|---|---|
| Invoice Number | Doc Number | A QuickBooks invoice with the same number is taken over |
| Customer | Customer Ref | The job's customer contact, sent first if needed |
| Issue Date | Invoice Date | |
| Due Date | Due Date | |
| Line Items | Line Items | Each line uses its synced pricebook item, or the "JobsiteOn Services" item |
| Discount | Discount Line | Fixed amount |
| Subtotal | Calculated | |
| Tax | Not sent | QuickBooks works out tax with its own settings |
| Total | Calculated | QuickBooks adds up the lines, discount and its tax |
| Customer Message | Customer Memo | |
| Internal Notes | Private Note | |
| Contact address and email | Bill Address and Bill Email |
Animation: Hovering over each field mapping row to highlight the corresponding field in a side-by-side invoice view.
| JobsiteOn field | QuickBooks field | Notes |
|---|---|---|
| Amount | Total Amount | What the payment still counts after refunds (see below) |
| Invoice | Linked invoice | The invoice is sent first if needed, when Invoices sync is on |
| Customer | Customer | The invoice's customer |
| Payment date | Payment Date | |
| Reference or check number | Reference No. | Payment number when there's no reference |
| Payment method | Memo | Written in the memo with the payment number |
Payments sync both ways. JobsiteOn sends payments recorded while Payments sync was on, the payments on an invoice it added to QuickBooks itself after Payments sync last started, and payments you chose Different payments for on a possible duplicate. There's one more case for an invoice it added during the previous time Payments sync was on. See "Which payments go to QuickBooks" in Sync Invoices with QuickBooks.
The QuickBooks payment carries what the JobsiteOn payment still holds after refunds, with one exception: when a refund leaves the JobsiteOn invoice settled (it had been paid in full), the QuickBooks payment keeps the refunded money too, and JobsiteOn adds a sync error asking you to record the refund in QuickBooks.
A new QuickBooks payment applies to the invoice at most what the QuickBooks invoice has open. Because JobsiteOn doesn't send tax, that can be less than the payment. The rest stays a credit for the customer in QuickBooks, and JobsiteOn adds a sync error saying so. If you later apply that credit by hand in QuickBooks, JobsiteOn keeps it applied when it updates the payment. JobsiteOn never matches a payment to one already in QuickBooks by amount or date, so it takes over a payment you entered in QuickBooks only when you choose Same payment for it on a possible duplicate. A payment created in QuickBooks before JobsiteOn took its invoice over by number doesn't come in, so it's never linked.
A payment recorded in QuickBooks comes into JobsiteOn as one payment per synced invoice it pays, never more than that invoice's open balance. What didn't fit comes in once the invoice has money owed again. It keeps the QuickBooks payment date, and the QuickBooks memo becomes its note. A credit memo applied to an invoice in QuickBooks comes in the same way, noted as "Credit applied in QuickBooks". On an invoice JobsiteOn took over by number, QuickBooks payments created before it took the invoice over don't come in. A QuickBooks payment is never matched to a JobsiteOn payment by amount on its own: when it lands on an invoice that also has a cleared JobsiteOn payment for the same amount that wasn't sent to QuickBooks, JobsiteOn shows a possible duplicate warning. The QuickBooks payment still comes in when the JobsiteOn invoice has money owed, and stays out when it already shows paid in full. You then choose Same payment or Different payments on the sync errors page (see "Possible duplicate payment" in Sync Invoices with QuickBooks).
| JobsiteOn field | QuickBooks field | Notes |
|---|---|---|
| Name | Name | Over 100 characters, QuickBooks gets the first 97 plus "..." |
| SKU | SKU | Starts with QB- when QB has none |
| Description | Description | |
| Unit Price | Unit Price | |
| Cost | Purchase Cost | |
| Taxable | Taxable | |
| Active | Active | |
| Type | Type | Services go as Service, every other type as NonInventory |
JobsiteOn sends an item when it isn't in QuickBooks yet: when you connect or reconnect, and each time you click Sync now. Later edits made in JobsiteOn aren't sent. Changes made in QuickBooks to the name, description, price, cost, taxable setting or active status come into JobsiteOn. SKU and type are set only when an item first comes in from QuickBooks: a Service becomes a service, a NonInventory item a material, and an Inventory item a part.
The field mappings are fixed. There's no setting to change which JobsiteOn field goes to which QuickBooks field, or to leave a field out. To stop a whole kind of record from syncing, turn off Customers, Invoices, Payments, or Products & services under Sync settings on the QuickBooks page.
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